Job: Executive / Personal Assistant to the Principal, New York, NY

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General Information

Job title:
Executive / Personal Assistant to the Principal
Job location:
New York, NY  10021 United States
Requisition code:
Date posted:
Job type:
100 - 150k
Job Category:
Executive Assistant

Job Description

Position Description:
This position reports to the Chief of Operations and Principals. The Executive / Personal Assistant serves as the point person and liaison between the principal and associates. The EPA is the gatekeeper for her calendar and supports her in all areas of business, lifestyle, travel, philanthropic endeavors, projects, events, and the arts. The Executive Assistant is based in the office in NYC and will travel as needed.

Qualifications and Character Sketch:
• Bachelor’s degree
• Superb written and oral communication skills; gift for distilling information into verbal and written formats
• Exceptionally organized, intelligent, confident, natural multi-tasker, resourceful and service-hearted
• Ability to anticipate next steps by thinking creatively, solving problems, and taking a broad perspective to make the principals’ lives easier
• Capable of juggling competing deadlines with ease while remaining calm and attentive to detail and accuracy
• Understands the nature of global travel
• Takes ownership of work; thinks strategically and is resourceful
• Proficient in working with the Microsoft Office suite including Excel and social media platforms; technologically savvy
• Polished and poised

General Responsibilities:
• Provide personal and administrative support in all areas of principal’s life
• Anticipate principal’s needs and take immediate, thoughtful action in a logical sequence
• Collaborate with family office team to elevate workflow and coordinate projects
• Work closely with travel assistant and travel agent on creating unique and custom travel experiences
• Foster relationships and interface with teachers, doctors, principals’ friends and family, stylists, and other important personal advisors
• Events: coordinate / manage events and collaborate with event planner; meticulous management of guest lists and RSVP’s; help set-up when necessary; coordinate additional staff and/or vendors as required
• Ensure interior team is up to date on upcoming activities including events, guests, and timing of particular activities
• Update principal on important matters as they arise
• Take on and execute special projects as assigned

Administrative Responsibilities:
• Calendar Management: manage and maintain complex personal/social/business calendar, which involves extensive scheduling and coordination with family office team; track all pertinent information required for meetings
• Organize and prepare for all aspects of meetings, including scheduling, confirming attendance, organizing rooms, catering, meeting materials
• Draft and proofread correspondence
• Maintain principal’s contact database
• Provide administrative support: daily mail, filing, filling out camp applications, scanning, photocopying
• Respond to incoming mail, calls, and requests for information
• Perform extensive internet research and creatively research various initiatives
• Prepare weekly pending report for principal
• Create and maintain an emergency contact list for principal and family
• Receive and record incoming packages and deliveries and distribute as needed
• Keep family memberships current
• Maintain photo inventory and family archives
• Function as backup and assist Mister’s Assistant with coordinating travel arrangements and performing travel-related research as needed; create activity itinerary for each travel experience
• Help coordinate and ensure easy transitions between residences for family

Financial Management and Reporting:
• Obtain necessary approval for large purchases or expenses
• Review and approve principals expenditures: credit cards, invoices, travel expenses, vendors, purchases
• Perform light financial analysis as requested
• Review contracts pertaining to principal and liaise with other departments

Job Requirements

(Job number: 3735531)
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