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Executive Personal Assistant

Executive Personal Assistant

Our client is currently seeking an executive assistant to be the supportive force behind a Private Wealth Management firm. The successful person will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. Previous experience working independently, performing administrative duties, and providing support to C-level executives. This is a highly visible and extremely confidential role located within a home.  It is imperative that this individual maintain the strictest of confidences and respect boundaries between employer and employee.

With the primary responsibility of supporting the Principal and Asset Manager, this individual will work with other executive and domestic team members; in-home staff; and contracted vendors to ensure that household goals are accomplished, and operations run efficiently

Responsibilities

  • Manage professional and personal correspondence for the principal and asset manager, to include: mail, email
  • Manage professional and personal scheduling for the principal and asset manager, to include: calls, virtual and in-person meetings, vendor services, and all other household logistics
  • Coordinate special events: to include guest list management, invitation design, menu drafting, event space design, vendor management, and billing
  • Coordinate travel and travel-related activities with the Family Office’s travel coordinator, to include: hotel booking, transportation, personal grooming appointments, and meal coordination
  • Perform administrative and office support, to include: spreadsheet creation, document scanning, maintaining of digital filing system & contact database, and household billing and reconciliation
  • Vendor management, to include: scheduling service, onboarding personnel and requesting operational documents, authorizing background checks, and supervising personnel as directed
  • HR Management, to include: organizing pre-employment and new hire paperwork, interviewing candidates, onboarding and training, updating household forms as required by current OSHA guidelines, and other workplace legislation

Requirements

  • Superb written and verbal communication skills
  • Strong time-management skills and the ability to organize and coordinate multiple projects at once
  • Proficiency in Mac-based products and software
  • Proficiency in Office 365 and other office productivity tools, with aptitude to learn new software and systems
  • Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
  • Practice discretion
  • Experience overseeing budgets and expenses
  • Experience developing internal processes and maintaining digital filing systems

 

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