Best Executive Assistant job in the city

05/11/2017 | | |

Position Summary:
Selected candidate will support two principals as an executive and personal assistant. The role reports directly to the two principals as well as to the SVP of Corporate Strategy

Specific responsibilities include:
• Point Person for one Principal and back-up for second Principal

• Schedule and calendar management (outlook and iCal)
o Make sure all aspects of the daily schedule are covered, and anticipate and plan accordingly when there are changes
o Internal & external meetings
o Kids’ school & extracurricular activities

• Prep for meetings and events
o Gather appropriate background information, bios, research and talking points

• Manage all personal & business travel
o Prepare detailed itineraries

 Boarding passes, car service, greeters, local currency, passport/visa requirements, shipping luggage, phone plan packages and credit card alerts
o Research destinations and nuances

• General office and personal administrative duties o Phones
o Stationery and business card ordering o Maintain contacts
o Open & sort incoming mail
o Archive and filing management
o Run errands
o Restaurant reservations

• Gift management for business and personal
o Gifting throughout the year
o Track incoming and outgoing gifts
o Research new gift ideas
o Holiday cards & gifting

• Assist with events and parties (could be evenings or weekends)
o Charitable, corporate, personal, political, & school events

Other
• Assist SVP of Corporate Strategy
o general administrative support
o Monitoring incoming charitable requests and responding accordingly
o Phone and calendar management

Background Requirements:
The ideal candidate should have a BA/BS degree and must be a confident communicator with a high degree of maturity, discretion and presence.

Candidate must have at least 5+ years as a personal assistant with a strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook. Familiarity with a MAC is also important.

Personal Characteristics:
Selected candidate needs to be extremely professional, detail oriented and able to work collaboratively with little or no supervision. Must be extremely organized and able to respond expeditiously to diverse assignments and take responsibility for projects from beginning to end. Able to work quickly without sacrificing quality.
Unflappable loyalty, strong sense of commitment, and able to manage highly sensitive/ confidential information with total unwavering discretion.