Executive Personal Assistant

2 weeks ago

Minneapolis, United States Steele Recruiting Full time
Steele Recruiting LLC is a Retained Search firm located in Minneapolis, Minnesota, specializing in Executive Administrative Assistants, Personal Assistants and Chiefs of Staff permanent placements for C-Suite and Senior Leadership Executives across the United States. With nearly 20 years in recruitment, we have a solid reputation for quality placements, professionalism, and maintaining confidentiality for every client and candidate.

JOB SUMMARY

The Executive/Personal Assistant position will provide executive and personal support to an UHNW professional business director working across philanthropic and corporate fields.

This position is responsible for calendar management, scheduling of meetings, interfacing with executives, board members and administrative staff, travel and expense management, handling information requests, electronic and hard copy file management and event coordination.

This position also provides personal assistance including family travel and activity planning, scheduling of appointments, and family calendar management.

This is a full-time remote position, generally working Monday through Friday during regular business hours, but may require occasional nights or weekends. The candidate must live in the Minneapolis/St. Paul area and have the ability to drive to the employer's home or office, located in the Minneapolis area, as needed.

Key responsibilities include:
  • Operate as the right hand executive personal assistant and confidant to a busy UHNW Executive
  • Schedule appointments, meetings and travel itineraries, and coordinate related arrangements both professionally and personally
  • Proactively prioritize and facilitate scheduling/daily calendar
  • Maintain an extensive and complex professional and personal electronic filing system
  • Prepare correspondence, agendas, presentation materials, reports, etc. as needed
  • Scheduling of children's personal appointments and communication to employer and all appropriate parties
  • Work closely with other household and family office staff
  • Event coordination
  • Other duties and projects as assigned

JOB QUALIFICATIONS
  • Bachelor's degree preferred
  • 5+ years of administrative experience supporting C-Suite executives on a professional and personal level
  • Experience organizing and scheduling highly detailed travel itineraries for individuals, including private and commercial flights, domestic and international, including hotel, transportation and meals, with the ability to research and identify preferred entities and venues according to the event or occasion, and the Executives preferences
  • Experience managing a busy executive's calendar, seamlessly to accommodate ongoing changes to the schedule and commitments
  • Ability to use judgment and make decisions
  • Strong organizational and project management skills and capacity to plan and prioritize with limited direction
  • Superb attention to detail, time management and multitasking abilities
  • Professional demeanor and excellent written and verbal communication skills
  • Ability to adapt to changing environment and make quick decisions to respond to employer's needs
  • Ability to recognize opportunities and potential issues and react with appropriate action
  • A self-starter who can work independently when guidance may be limited
  • Ability to maintain confidentiality and exercise discretion
  • Strong technical skills and proven ability to create efficiencies through technology
  • Advanced knowledge in MS Office products (Word, PowerPoint, Excel, Outlook) required
  • Strong communication skills including the ability to write, proofread and edit

Preferred Experience
  • Experience working as a Personal Assistant for UHNW individual or family, or similar

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