Personal Assistant - Estates

Personal Assistant To The Chief Executive Officer

The Personal Assistant to the Chief Executive Officer provides various personal and professional duties.

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
• Performs any other functions and duties assigned and necessary for the smooth and efficient operation of the Principles Estates.

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

Computer/Communication Skills:

• 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

Travel:

• Local travel
• Availability to travel often with little notice

Physical Requirements and Work Environment:

• 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