Executive/Personal Assistant to UHNW Principal

3 weeks ago

miami, United States Pocketbook Agency Full time

JRN: 1804


We are seeking a high-level Executive/Personal Assistant who will provide advanced business, administrative, and personal support to a UHNW principal and their Chief of Staff. The ideal candidate has experience supporting high profile or c-level executives. This role will work in tandem with a cohesive team that are exclusively responsible for the principal’s logistics, calendar, and lifestyle. This role requires infinite attention to detail, unmatched diligence, and discretion. It is imperative to have a positive outlook and “can do attitude, no task is too big or too small”. Communication is critical to the success of working with the principal, her family and executive team. The ability to prioritize tasks, manage confidential information, and pivot quickly between tasks is required. An organized and analytical thinker, strong communicator, and collaborator will do well in this role.


Requirements:

  • 2-3 years of experience, minimum
  • Excellent calendar management skills, including coordination of meetings/calls/events
  • Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
  • Ability to work independently, high attention to details and strong organizational skills
  • Embody the art of multitasking effectively
  • Self-starter attitude with excellent anticipation skills, problem-solving and follow up
  • Must be flexible to travel when needed


Responsibilities:

  • Anticipate the needs of the principal and liaise with the executive office team, domestic staff, and relevant internal and external stakeholders to help drive thoughtful actions to ensure smooth day to-day operations
  • Coordinate meetings with other staff; play a key role in the coordination of staff efforts both within and outside the department. If there is a discrepancy ensuring all parties are aware of any updates
  • Assist Principal with getting ready for the day (e.g., packing, preparing related items needed for the day and making sure she is on time to start the day)
  • Arrange, confirm, and manage extremely detailed calendars both business/personal and related logistics including updated correspondence, presentation materials, technology needs, and other items needed for the executive’s daily meetings and activities
  • Confirm restaurant reservations and book car service
  • Manage and pivot support based on rapidly evolving executive calendar (business and personal) on a real-time basis
  • Provide a broad range of administrative support including, making coffee, arranging meals, printing, faxing, maintaining business and personal files, scanning, photocopying etc.
  • Prepare and drop off materials needed by the principal
  • Manage email communication, including prioritizing emails and corresponding on behalf of managers; Provide summary of all emails daily
  • Maintain and update Outlook Contacts
  • Prepare reports, expense reports, summaries and undertake special projects as needed
  • Provide shared “on call” availability to answer the principal’s questions via email, text, or phone
  • Assist with personal matters including scheduling doctors’ appointments on an ad-hoc basis
  • Provide coordination, monitoring, and communication of projects and programs related to the principal


Schedule: Monday - Friday, accessible during off hours, weekend accessibility when needed


Compensation: $100-120K base with discretionary bonus, full benefits package, and company perks


Location: Miami Beach, FL, fully on-site

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