Personal Assistant - Estates
Market America
Position Summary: The Personal Assistant to the Chief Executive Officer provides various personal and professional duties.
Essential Function and Responsibilities:
Education & Experience:
Essential Function and Responsibilities:
- Prepares and organizes meetings, parties, and other social events with Events department
- Assists in calendar scheduling, traveling arrangements and itinerary
- Assists in other personal errands and tasks for other family members as needed
- Verifies and confirms appointments
- Learns family preferences and anticipates needs
- Schedules appointments and organizes personal activities
- Composes personal correspondence and runs errands
- Keeps track of expenses (managing receipts, logs, credit card reconciliation and reimbursements)
- Handles and submits purchase request forms for principals
- Provides administrative support and assistance at Market America sponsored events and meetings
- Shop for gifts, when needed
- Prepare/pack luggage for principals when traveling
- Notifies appropriate personnel of problems and issues
- Manages files and documentation with the utmost level of organization
- Opens packages, manages tracking, pending and delivered orders; often large volumes
- Assists with office duties in the absence of other staff
- Leads or assists with ad hoc tasks and projects as they arrive daily
- Ensures that policies are understood and observed by staff in the areas of security, confidentiality, interaction with family and guests, expenditures of funds, vehicle use, and job performance
- Complies with company policies and procedures
- Partners with the family to ensure needs are met
- Supports the Company's Safety Programs
- Acts as an ambassador and champion of the company culture, ethics, and values
Education & Experience:
- High School Diploma or equivalent
- Five years experience in assisting high profile individuals
- Valid driver's license required
- Experience in managing various levels of employees with different educational backgrounds, work style habits and employment histories
- Proficient use of MS Office Products (Outlook, Word, Excel, PowerPoint)
- Tech savvy especially with smartphones and Apple devices
- Advanced ability to perform standard administrative tasks such as email correspondence, scanning, faxing, copier usage, printing, replenishing toner, etc.
- High energy level, comfortable performing multifaceted projects in conjunction with day-to-day tactical activities
- Ability to get along and work with diverse personalities; tactful, mature, flexible
- Proven ability to handle confidential information with integrity and discretion
- Thrives under pressure of deadlines and changing priorities
- Ability to be consistent and remain determined, focused, confident, and in control under pressure
- Prioritizes and models good communication skills; follows up, timely responses, proactive and positive in approach
- Above moderate to high levels in reading comprehension, writing, and speaking in English; active listening; attention to detail; critical thinking; creative problem solving; complex problem solving; and judgment
- Participative management styleadvocate of team concept
- Ability to establish credibility and be decisivebut is able to recognize and support the family preferences and priorities to advance the organization
- Results and people oriented, with judgment to balance other business considerations
- Service oriented, but assertive/persuasive
- Long or odd hours and weekend & holiday coverage as needed
- Daily schedule will vary with a normal work week of 45-50 hours
- Weekends and evenings will be needed, frequency will vary depending on staff levels and the needs of the Estate
- Local travel
- Availability to travel often with little notice
- Working within a family estate, frequent interruptions and changing priorities, guest & vendors coming and going
- Intense, fast pace working environment
- Home office environment with little exposure to dust and weather conditions prevalent at the time (i.e., cold hot/humid)
- Routinely uses standard office equipment such as computers, phones, cameras, photocopiers, and filing cabinets
- Regularly required to talk, walk, stand, bend, twist, reach with hands and arms, stoop kneel and crouch
- Frequently lift, carry, pull, and push up to 10 pounds; occasionally, up to 30 pounds; intermittently; up to 50 pounds
- Good (corrected) eyesight and hand/eye coordination
Vacancy posted 2 days ago
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