Executive/personal Assistant

2 weeks ago

New York, United States Merrin Group Llc Full time

**Executive/Personal Assistant**

**to CEO**

**REPORTS TO**:
**CEO**

***:
**_ The primary role of this job is to help the CEO be more productive and make the best use of his/her time._**

Provide high-level administrative support by following up on all directives, conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling trips and meetings. May also train and supervise lower-level clerical staff. Will be able to work independently with little or no supervision. Tasks will include handling certain personal, non-work related matters for the CEO. “What more can you do to be of assistance?”

This person must be exceedingly well organized, and possesses the ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.

**TASKS AND COMPETENCIES**:
Personal assistants (PAs) are often a manager's first point of contact with people from inside and outside the organization. Typical work activities include:
4 Following up on all CEO’s directives to make sure tasks are getting done with a sense of urgency.

4 Handle personal errands, calendar scheduling, book appointments, party planning and other duties, acting as a personal assistant.

4 Screening telephone calls, enquiries and requests, and handling them when appropriate;
4 Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants.

4 Arranging travel and accommodation and, occasionally, traveling with the manager to provide general assistance during presentations.

4 Producing documents, briefing papers, reports and presentations;
4 Preparing invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software

4 Prepare responses to correspondence containing routine inquiries

4 Organizing and attending meetings, often taking minutes, and ensuring the manager is well-prepared for meetings;
4 Liaising with clients, suppliers and other staff;
4 Devising and maintaining office systems to deal efficiently with paper flow;
4 Organizing, filing and storing paperwork, documents and computer-based information;
4 May be involved in recruitment, budgets and accounts, managing junior staff and hr issues, such as creating staff documents, health and safety and dealing with staff problems.

4 Standing in for the manager and making decisions and delegating work to others in their absence;
**SKILLS AND QUALIFICATIONS**:

- YOU NEED TO BE HIGHLY ORGANIZED - to possess excellent organizational skills;
- Excellent interpersonal and communication skills and the ability to interface with personnel at all levels, both verbally and in writing required
- Five to 10 years experience assisting senior level executives (preferably C-level)
- The ability to effectively manage/coordinate simultaneous projects, and successfully prioritize multiple tasks with good judgment
- Unwavering attention and adherence to the firm's values and principles
- A working knowledge of the firm's structure, key personnel and organizational policies and procedures, as well as a functional knowledge of a professional services environment
- Ability to travel Excellent written and oral communication skills;
- Honesty and reliability;
- The ability to work on your own initiative and to tight deadlines;
- Ability to negotiate problems and to GET THINGS DONE
- Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines;
- An understanding of confidentiality issues and the use of discretion.
- Professional demeanor
- Must be personable
- Sense of humor

**PREREQUISITES**:
**Education: College **graduate desired or equivalent. Local regulations may require additional courses or certifications in such areas as sanitary food practices.

**Experience**:Sufficient experience as personal or executive assistant for high-level executive, generally a minimum of two years.

**Physical**: Must be able to communicate clearly with other managers, vendors, guests and employees. Must be able to stoop, bend and be mobile. Exposure to wet floors, noise and temperature extremes occurs.

**Benefits**:

- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance

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