My client is looking for an ambitious personal assistant to provide leverage along-side lead personal assistant in a fast paced residential and family office environment
Enable Lead Personal Assistant to operate efficiently and effectively by providing seamless administrative leverage and support (combination of personal/business/philanthropic endeavors)
Provide value-added leverage by understanding Lead Personal Assistant style, goals, preferences and compensating for weaknesses.
Work within a dynamic residential and office culture that focuses on open-mindedness, truth, reflection and striving for excellence.
Assist with various logistics of philanthropic and personal event planning. Small personal and professional events to large-scale philanthropic efforts and dinner events.
Run holiday program logistics with focus on personal and philanthropic efforts.
Assist with research on gift selections and purchasing items such as residential supply and office supply needs, seasonal purchases, event purchases, gift wrapping, mailings, distributions, creating gift certificates.
Assist with transportation arrangements, from personal to large event arrangements. Car, commercial and private air travel (plane and helicopter) and other modes of transportation.
Assist with Expense reports, personal and philanthropic related (Concur system). Manage corporate card.
Assist the Lead Personal Assistant in communications to residential team members and office teams.
Assist with conference calls and webex setups.
Assist with technology trouble shooting for team members with technology consultant.
Assist with file organization and streamlining, contacts updating, mailing list removals, domestic and international shipping, online subscriptions, purchasing memberships.
Remain calm and composed in stressful, chaotic situations
Comfortable working in ambiguity and handles last minute changes well
Remains transparent but understand appropriate confidentiality and exercises good judgment
Open to feedback, exploring mistakes and weaknesses in the interest of learning and self-improvement
Quick learner, intellectually curious, engaged and proactive
Nurturing and caring with teams and external parties.
Solid administrative assistant experience, including the ability to multitask, self-prioritize and organizational skills
Systematic approach to problem solving
Exercises ownership and doesn’t need handholding
Practical decision maker who asks good questions
Identifies a goal and is able to quickly link tasks to that goal, does not get stuck
Results oriented, focuses on the outcome
Eye for design, aesthetics and creativity
Exceptional communication skills (written, verbal and body)
Excellent time management
Must drive and have own transportation
Proficient in Mac (icloud calendar, mail, contacts, iphone, ipad, pages, numbers, keynote, apps), MS Outlook (mail, calendar, contacts), Blackberry, Word, Excel, Powerpoint, Adobe, Salesforce, Concur Expense, Appian, Dropbox and cloud based file systems