Executive Personal Assistant

Description:

Busy principal involved in entertainment, business ventures and internationally recognized non-profit organization seeks an experienced, discreet, responsible Executive Personal Assistant to provide administrative and personal support from principal’s Upper East Side residence and from the candidate’s own home (approximately 50/50 hybrid).  The ideal candidate is a critical thinker, self-starter, highly organized, reliable and flexible.

 General Responsibilities (including, but not limited to): 

• Utilize Apple Calendar and Outlook for heavy calendar management.
• Schedule/coordinate Zoom meetings, calls, in-person meetings and interviews.
• Manage substantial volume of emails, responding in a timely fashion.
• Liaison and coordinate with business management team, agents, business/non-profit partners, PR team, and social media team, among others.  
• Book travel, including commercial and private flights, greeters, hotels, and ground transportation.
• Make various personal appointments.
• Make restaurant reservations and purchase entertainment tickets.
• Coordinate small video shoots, including DP, support crew and glam.
• Assist when needed with competent house manager with scheduling of and managing staff, and supervising vendors. Help to see projects from beginning through completion.
• Assist with household party planner when needed to help coordinate parties, special events and handle special projects.
• Manage master list of birthdays and anniversaries and purchase gifts/flowers for birthdays, anniversaries and holidays, including Christmas.
• Make online and in-person purchases for principal and manage returns.
• Reconcile credit card statements with receipts and categorize expenditures for business managers.
• Trouble shoot computers, iPhone, other tech and AV system, working with their AV technician as needed.
• Run personal errands and perform other duties as needed.
• Maintain clear and consistent communication with principal and keep them informed and keyed in.
• Be a team player. This couple has many resources to use that are helpful in getting things done.

Qualifications:

• Minimum of a bachelor’s degree required.
• 5+ years of similar experience supporting a busy individual. With at least 10 years professional work experience.
• Excellent verifiable references from both current and previous employers.
• Outstanding organizational and communication skills, both written and verbal, with dedication to responsibilities; and a can do attitude.
• Poised and professional in both mindset and manor; use of utmost discretion always.
• Smart, humble, and high EQ, providing gracious support.
• Computer savvy with proficiency in Microsoft Office and Mac devices.
• Local with an understanding of NYC.
• Legally able to work within the United States.
• Must be Covid Vaccinated.

Schedule:

 Full-time position, Monday through Friday, 10:00am to 6:00pm, with some flexibility required.