Career Personal Executive Assistant needed for Dynamic Philanthropic Business Woman

07/21/2021 | | |

We are looking for a bright, polished, well-educated, Personal and Executive Assistant to manage the complex calendar of international philanthropist and busy executive, while also supporting the needs of her busy family. This person must possess well developed organizational and time management skills, incredible attention to detail, and a warm, respectful attitude. This position will be based in the Los Angeles home, and you will work in tandem with the full-time house staff, and executive office staff, based in Century City. This client offers amazing benefits and is looking for someone incredible truly enjoys being of service and working as an assistant.

Personal Assistant Responsibilities:
• Though the standard schedule will be 9am – 6pm, this person should be accessible 24/7 to respond/support on urgent matters
• Schedule medical, vision, dental and any other health care appointments for executive and additional family members
• Keep all personal documents (Driver’s license, passport, etc) current and accessible
• Schedule appointments, including massage, hair, nails, fitness training sessions,
shopping, seamstress, and other personal care, and service appointments
• Coordinate activities for grandchildren, including scheduling summer camps, swim
lessons and tennis lessons
• Support event planning by creating invitations, guest lists and managing rsvp guest list
• Arrange international travel logistics, car service and hotel reservations
• Create detailed travel itinerary outlining complete trip logistics
• Book commercial flights for additional family members or staff
• Manage communications with New York building management and staff
• Maintain art database, coordinate art insurance, transportation, and installation details
• Maintain gifting database including all gifts given and received for birthdays, holidays,
anniversaries, and hostess gifts, and coordinate all gifting needs
• Create gift boxes, party favors and other swag
• Design family photo scrap books and holiday cards
• Purchase papyrus gift cards, stationary, and other personal note cards
• Coordinate wine vintage fulfillment and shipping
• Partner with house manager to ensure seamless communication and coordination
between work and home
• Run personal errands when necessary
Executive Assistant Responsibilities:
• Act as point of contact for internal and external executive communication with Capital team, advisors, investors, and associates
• Coordinate phone calls, video conference meetings, and in person meetings
• Manage Executive’s day-to-day calendar, including making appointments and prioritizing the most sensitive matters
• Proactively follow up on items that need attention
• Communicate professionally via email, phone and in-person
• Maintain travel log and documentation for private aviation records
• Research projects
• Prepare and edit correspondence, speeches, and opening remarks
• Produce meeting agendas, reports and presentations

Qualifications:
• Bachelor’s Degree
• Fully vaccinated
• 5+ years of experience working as assistant, coordinator, or similar support role
• Kind, positive, proactive attitude. No task too small and always happy to help
• Willingness to adapt to changing responsibilities and expectations
• Experience with standard office equipment, including computers, printers, phones, etc.
• Proficient in Microsoft Office Suite
• Superb written and oral communication skills
• Exceptional judgement, integrity, and social etiquette
• Excellent organizational skills with a keen eye for details
• Agility to multitask and prioritize in a rapidly changing environment in the face of many competing priorities
• Professional discretion
• Must be comfortable around dogs