Executive Assistant to CEO

4 days ago

New York, New York, United States TemPositions Full time
Job Description:

A high-profile plaintiff's personal injury law firm located in Manhattan's Financial District is seeking a well-experienced, flexible, Spanish-speaking Personal Assistant/Executive Assistant to support the Chief Executive Officer (CEO). This position's duties will be split into 60% personal assistant and 40% executive assistant. Flexible in arranging personal tasks along with business tasks.

Key Responsibilities:
  • Scheduling and Calendar Management: Manage the CEO's business and personal calendars, ensuring seamless coordination of appointments, meetings, and events.
  • Gatekeeper and Phone Call Management: Act as the first point of contact for the CEO, screening and vetting all phone calls, and ensuring that the CEO is informed of all important messages and requests.
  • Compliance Reporting: Produce regular compliance reports to facilitate the CEO's ability to lead the firm effectively.
  • Liaison and Communication: Liaise directly with various doctor's offices and medical facilities, ensuring smooth communication and coordination.
  • Task Management: Enter the CEO's tasks into Outlook and Asana, ensuring that they are completed efficiently and effectively.
  • Personal Errands and Projects: Coordinate various personal errands as needed, and undertake ad-hoc projects to support the CEO's needs.
  • Document Preparation: Draft slides, meeting notes, and documents to support the CEO's work.
  • Contact Management: Manage contacts in Outlook, ensuring that all important contacts are up-to-date and easily accessible.
Requirements:
  • Education: Bachelor's Degree preferred.
  • Experience: 4 years of proven work experience as a Personal Assistant preferred, with at least 7 years of relevant experience supporting high-level executives.
  • Language Skills: Fluency in Spanish is required.
  • Technical Skills: Proficient in Microsoft Office suite, with knowledge of Asana or a similar type of program preferred.
  • Soft Skills: Well-organized, detail-oriented, ability to multi-task with excellent follow-up skills, strong interpersonal, written, and verbal communication skills, experience in managing multiple priorities, administrative coordination, and logistics.
  • Availability: Flexibility to assist in any task, with the ability to work flexible extended hours, some evenings and weekends.
  • Confidentiality: Commitment to confidentiality is required.
Benefits:
  • 401(k) Plan: Eligible for a 401(k) plan.
  • Dental Insurance: Comprehensive dental insurance.
  • Health Insurance: Comprehensive health insurance.
  • Paid Time Off: Eligible for paid time off.

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