Executive/Personal Assistant

2 months ago

New York, United States The Quest Organization Full time

EA/PA – High Net Worth Family Office

 

Our client, a high net worth family office, is seeking a highly organized and proactive Executive/Personal Assistant to provide comprehensive support to the CEO and his family. As the primary point of contact for personal and professional matters, you will play a critical role in managing information, ensuring effective communication, and coordinating various administrative tasks.

 

You will provide support to both he and his family. You will work closely with the CEO and the broader executive team to support all aspects of the CEO's work routine. You will also help provide assistance to his family, including assisting in the management of their estate and personal needs. As such, this role requires the ability to prioritize, anticipate needs, think critically and be solution–oriented in dynamic environments. This position requires completion of a broad variety of administrative tasks that include, but not limited to managing very busy calendar/schedules, assisting with the planning and execution of meetings and events, making travel arrangements, ensuring expenses are paid, and overseeing domestic staffing.

 

The E/PA must be exceedingly well organized and possesses the ability to interact with people from all walks of life, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality being crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.

 

Responsibilities:

 

Executive Coordination

  • Collaborate with the CEO and his family to ensure alignment on and prioritization of time-sensitive matters.
  • Efficiently manage and own the CEO's and his family’s calendars, ensuring that all appointments, meetings, and events are scheduled, prioritized, and communicated effectively. Proactively anticipate conflicts and provide recommendations to optimize time. Ensure the CEO and his family is on schedule. Manage daily routines by keeping in touch in real-time.
  • Working with both external and internal contacts, manage calls, videoconferences and in-person meetings for the CEO. Maintains CEO’s contacts in Outlook. 
  • Learn the CEO's preferred work style and find ways to enhance his efficiency and effectiveness. Identify opportunities for process improvement, streamline workflows, and leverage technology/tools to optimize productivity.

 

Travel & Logistics

  • Manage travel and lodging. Own in-depth travel planning including but not limited to researching flights, coordinating ground transportation (car services, public transit, trains, flights etc.), reserving hotels, and booking through American Express and Chase.
  • Communicate in real-time to keep our CEO and his family on schedule when traveling.
  • Coordinate hospitality for the CEO and his family. Book hotels, restaurants, and other venues. Maintain strong relationships with current and future hospitality vendors.
  • Arrange catering for internal and external meetings being held by the CEO when appropriate.

 

Estate Management

  • Act as the primary point of contact and coordinator of the CEO’s domestic staff (i.e., property managers, driver, etc.). Supervise select positions, including providing direction, managing their time, and giving managerial support.
  • Utilizing domestic staff, ensure personal tasks and errands for the family are adequately addressed. Organize daily activities, ensuring urgent ones are taken care of. Ensure ongoing progress is clearly communicated to the CEO and his family.

 

 

 

Expense Management

  • Manage critical expense payments for the CEO and his family. Review expense reports prior, flagging issues and ensuring adherence to policy.
  • Coordinate and process payments to consultants and vendors as approved by CEO and his family.
  • Manage the CEO and his family’s credit cards (corporate and personal) and card member services. Service as the point of contact for issue resolution as needs require.

 

Communications and Personal Relations

  • Serves as a liaison for personal and professional constituencies, consulting with CEO and his family as needed and using discretion to determine appropriate course of action. Prioritizes conflicting needs while providing a bridge for smooth communication between affected parties.
  • Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention of the CEO and his family. Composes written and email correspondence on behalf of them. Maintain hardcopy and electronic files and records.
  • Foster and support the CEO and his family’s relationships. Invest in building long-lasting relationships.
  • Oversee corporate gifting. Manage appropriate contact lists and schedules dictating who the company gifts to and when. Create a standard list of gifts and procure these through vendors and/or marketing department as appropriate. 

 

Special Projects

  • Take detailed notes and follow up on items for the CEO when appropriate.
  • Act as one of several legal notaries within the company
  • Assist the CEO and his staff with various special projects as needed, including research, data analysis, presentation preparation, and other ad hoc tasks. Take ownership of assigned projects and ensure timely completion.

 

Qualifications:

 

  • Bachelor’s degree preferred
  • Candidates must have a minimum of 5 to 10 years of comparable experience supporting a high net worth executive and his family
  • In-depth hospitality (hotels, restaurants, catering) experience
  • Extensive scheduling and calendar management experience
  • Ability to prioritize and adapt to shifting priorities in a fast-paced environment
  • Meticulous attention to detail and organization
  • Exceptional written, verbal, and interpersonal communication skills
  • Dependable and resourceful with strong follow-up
  • Outstanding time management and multitasking abilities
  • Team-oriented with strong collaborative skills
  • High degree of responsiveness. Must possess flexibility to work remotely during off-hours
  • Able to maintain a high level of integrity and discretion in handling confidential information
  • Proficiency in Microsoft Office 365 (Outlook, Word, Powerpoint, Excel, Teams)

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