Executive Personal Assistant

COMPANY: Family Office

POSITION: Executive Assistant

LOCATION: Great Neck, NY (in office 2x rotating days per week)

HOURS: 8:00AM-5:00PM with flexibility as needed

COMPENSATION: $115-130K (DOE) + Discretionary Bonus

BACHELORS DEGREE: Preferred

We are seeking a dynamic and enthusiastic Executive Assistant who functions in an efficient, detail-oriented, and proactive manner, supporting the owner of the business in significant manners concerning management and direction of the business. The core responsibility of this position is to provide administrative and operational support in a dynamic environment while maintaining the utmost discretion with regards to proprietary and confidential information.

The ideal candidate will have a proven track record of leadership ability, diplomacy and tact with a high degree of professionalism, and experience supporting senior management in a fast-paced environment. We seek a candidate who is a team player, extremely motivated, resourceful, organized, communicative, and able to leverage the managers time by completing tasks independently with strong attention to detail.

The position is based in Great Neck, NY.

Responsibilities of the Executive Personal Assistant:

-Responsible for the daily schedule of one or more individuals; anticipate necessary background materials, directions and other items required for each activity on the schedule

-Maintain busy calendars, schedule meetings and ensure managers arrive to meetings on time

-Handle a broad range of duties from day-to-day operational activities to scheduling meetings and correspondence with Ownership, Management and their Assistants

-Meet and greet visitors and clients, answer phones, coordinate conference rooms and meal arrangements

-Handle a large volume of travel planning including airline reservations, hotel accommodations, car rental reservations, meals, car service arrangements and driving directions as needed

-Process and track expense reports and reimbursements

-Produce letters, memoranda, presentations, reports, etc. as necessary; proofread documents for appropriate grammar, punctuation and spelling

-Assist in presentation preparation and formatting

-Meticulous attention to the managers’ shifting priorities while in and out of office

-Anticipate needs, responding promptly and accordingly

-Prioritize and manage multiple administrative projects simultaneously and in a timely manner

-Handles sensitive & confidential information in an appropriate manner without exception

-Provide core administrative support such as faxing, filing, and copying

-Performing ad hoc projects as needed

Requirements of the Executive Personal Assistant:

-Minimum of seven years of corporate executive administrative experience in roles that interfaced with senior level executives, external guests and an internal pool of Assistants

-High school diploma required; Associate’s or Bachelor’s degree preferred

-Excellent phone manner and management

-Absolute discretion and appropriate handling of highly sensitive information essential

-Advanced proficiency in MS Word, Outlook and proficiency knowledge in PowerPoint and Excel

-Experience and proficiency working with automated expense tracking, online travel etc.

-Ability to perform in a fast paced environment and interact with senior management under highly demanding conditions

-Sound judgment and problem solving skills

-Excellent interpersonal and communication skills

-Ability to anticipate needs and make sound decisions with minimal direction

-Superb organizational skills with a strong detail orientation

-Resourceful, proactive and strong follow through

-Enthusiastic team player with a positive attitude who works well with others

-Strong time management skills; ability to handle multiple concurrent assignments with a high degree of accuracy, and meet deadlines in a high pressure environment

-Self-starter with the ability to work independently and with minimal guidance

-Ability to work well in a team environment and be proactive in assisting others as needed

-Must be flexible to work overtime and be available as needed