Job Details
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to one of our esteemed partners. The successful candidate will play a crucial role in managing the partner's extensive calendar, ensuring seamless coordination of meetings, appointments, and commitments. This individual must possess exceptional organizational skills, the ability to anticipate needs, and a talent for proactive problem-solving.
General Responsibilities
- Manage and maintain the partner's complex calendar, scheduling meetings, appointments, and travel arrangements with precision and attention to detail.
- Anticipate the partner's needs and proactively prepare materials, briefs, and agendas for meetings and appointments.
- Act as a gatekeeper and liaison, screening calls, emails, and requests, and prioritizing correspondence accordingly.
- Provide high-level administrative support, including drafting correspondence, preparing presentations, and handling confidential information with discretion.
- Ensure the partner is adequately briefed and prepared for all engagements, providing necessary information and reminders as needed.
- Facilitate effective communication and collaboration within the team and with external stakeholders.
- Handle ad-hoc tasks and projects as assigned, demonstrating flexibility and a willingness to adapt to changing priorities.
- Catalog memberships, insurance information, and vendor contact lists
- Keep and organize bills, emails, notes, spreadsheets, and all documentation trails
- Coordinate personal appointments associated with health and wellness
- Oversee social calendar to include restaurant reservations, theater and performance tickets, and other functions
- Manage and organize tickets to various events
- Organize and manage domestic/international travel arrangements
- Schedule and attend car maintenance appointments and other vehicle necessities
- Maintain passwords and other login information
- Coordinate and schedule medical appointments and obtain prescriptions and refills
- Oversee planning on all dinners, parties, and events to include invitations, correspondence, form and vendor management, budgets etc.
- Pet care and feeding in office
- Other duties and responsibilities as assigned
Qualifications
- Minimum 5 years prior executive or personal assistant experience
- Superior communication skills, both verbal and written
- High level of organization while managing multiple tasks (with the ability to be very focused amidst these many tasks)
- Ability to maintain an ongoing list of tasks and projects on an easily shared and current activity list
- Detail-oriented
- Able to adapt quickly and anticipate needs
- High level of discretion and integrity
- Collaborative mindset is a must