Our client, a privately owned investment firm downtown, is looking to hire a Personal Assistant to support the Founder/CEO and family. The ideal candidate must be extremely discrete, maintain a very high level of confidentiality at all times, be proactive and extremely detail oriented. Candidate MUST have prior administrative experience with personal assistance support in an office setting. This role is 5x days/wk in-office.
 
RESPONSIBILITIES                            

• Act as a gatekeeper to Executive
• Assist and liaise with EA on Executives personal and business calendar, schedule and day-to-day needs
• Manage phones
• General organization of daily activities
• Handle mail and invoices, process personal expenses and coordinate payments
• Schedule and confirm weekly personal and business appoints and weekend activities
• Respond to invitations
• Prepare board materials
• Coordinate drivers daily
• Update and maintain contacts info
• Organize all family vacations, personal trips, travel, dinners and assist with events
• Manage family’s weekly calendar including events/activities
• Run errands, handle gift buying, shopping and returns
• Schedule doctor’s appointments
• Work closely with estate manager on assisting with residence needs: coordinate/manage maintenance needs, and work with personal staff and vendors on home related tasks
• Research: ability to be resourceful and track down information/unique items

 
 
REQUIREMENTS

• 5 plus years of high-level administrative experience with PA support
• Proactive and takes initiative; anticipates needs
• Extremely organized with strong attention to detail  
• Able to work well under pressure, multi-task and maintain composure in a high-volume demanding environment 
• Superb written and verbal communication skills
• Punctual and dependable 
• MUST Possess strong discretion and uphold confidentiality
• Comfortable working as a part of a team and taking direction
• Strong Knowledge of MS Office

 
SALARY
DOE + Discretionary Bonus + Excellent Benefits

HOURS 
8:30am – 5:30/6pm + Flexibility for OT as needed. Mon-Fri in-office.