Administrative Assistant C-Suite Experience
2 weeks ago
Prior experience as an Executive Personal Assistant to a C-Suite professional required.
Work as part of a 2 person team to support our principal and a team of Project Managers and Designers.
- Assist Principal in managing calendar, scheduling, and logistics for professional and personal activities.
- Assist Principal with activities surrounding her Foundation work and relationships with the Foundation.
- Support team with calendaring for projects and vendor management.
- Prepare RFQ's and liase with vendors.
- Take notes; prepare memos, letters, and reports.
- Assist team with responding to emails and often corresponding on behalf of the company
- Coordinate travel arrangements for Principal and team members. If necessary, coordinate with Travel Agents and Travel Groups. Work with other Family team members, on family travel.
- Assist Principal and team in maintaining contact database, adding & updating contact records and other data.
- Availability to respond to requests in a timely manner during regular business hours, with the understanding that at times actionable items arise outside of normal business and need to be addressed immediately.
- Attend immediately to emails forwarded from Principal that require action or follow up.
- Handle all requests and tasks with the utmost professionalism and attention to detail.
- Work seamlessly with existing filing systems maintaining continuity.
- Provide general administrative support to the Family and team including scanning, shredding, mail processing, spreadsheet updates, supply ordering, mailing/shipping.
- Assist with a range of onsite and offsite events including preparing invitations, tracking RSVPs, assisting with vendor and event communications.
- Assist with personal errands as needed.
- Prepare gift bags, giftwrap gifts and deliver/send.
- Assist with various projects on behalf of the Family and team, as requested.
Bachelor’s degree required.
* 5-7+ years as a Executive Assistant at a C-Suite level
* Extremely detail oriented, organized, professional, and reliable.
* Proactive and forward-thinking.
* Positive attitude and willingness to assist all team members.
* Excellent written and verbal communication skills.
* Must be able to effectively communicate with all levels of personnel and external contacts.
* Ability to work independently and multi-task within a fast-paced team environment, emphasizing accuracy and timeliness.
* Diplomatic, tactful and discrete concerning confidential information with unquestionable integrity at all times.
* High proficiency with Microsoft Office Suite, Google Suite, Mac OS.
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