Executive Personal Assistant

Job Description

Job Description

We are seeking a highly organized and proactive Executive Personal Assistant to provide comprehensive administrative and home support to ensure the smooth operation of daily activities. This role requires you to step into a role with many hats and is a blend of executive administrative support and project coordination skills to effectively assist in both personal and professional capacities. The family includes two young children, so a genuine enjoyment of being around children is essential. We are seeking a candidate that is looking for a long-term position.

** Responsibilities: **

• Support CEO directly as the go-to person for all needs including daily administration, calendar management, travel planning, project coordination, reminders, correspondence, etc.
• Reviewing, researching, and drafting letters and documents; collecting and analyzing information
• Coordinate projects and/or events by capturing timelines, securing deliverables, and delivering progress updates
• Manage various one-time and ongoing projects with efficiency, accuracy, and proactivity
• Act as a spokesperson for the CEO on some matters, sometimes making administrative decisions and taking action in their absence
• Provide home support such as organizing, stocking, maintaining household spaces, managing supplies, and supporting events
• Review and proof text, documents, and websites as needed
• Liaise with other staff and/or manage vendors and contractors for various projects
• Act as chief problem solver when household issues arise
• Assist with car related maintenance and driving on occasion
• Create and/or manage databases and filing systems
• Coordinate sponsorship contracts, signing, creating invoices, and following up as needed
• Serve as gatekeeper, screening requests and directing inquiries to appropriate contacts, while handling urgent issues
• Prepare documents, presentations, and correspondence, ensuring policies and procedures are followed
• Create budgets and track expenses
• Perform miscellaneous tasks such as managing ingoing/outgoing mail & returns, running errands, making dinner reservations, shopping (in-person and online), etc.

Additional Requirements:

• Hybrid schedule and location (remote and in the field)
• Must be local to Flemington, NJ (within 20-mile radius)
• Ability to maintain professionalism and confidentiality at all times

Ideal Candidate:

• Highly organized, detail-oriented, and proactive; a lover of Excel spreadsheets and attention to detail
• Tech-savvy with experience in scheduling, task management, and digital tools
• Comfortable working in a creative, fast-paced environment
• Discreet, professional, and able to maintain confidentiality and handle sensitive information with care
• Trustworthy and reliable with a positive attitude
• A self-starter and forward thinker who takes initiative, anticipates needs and is able to adapt quickly
• Ability to thrive and solve problems under pressure
• Ability to perform physical tasks such as lifting, bending, and standing for extended periods
• Must be able to work and communicate appropriately, efficiently, and effectively with various types of individuals (household, volunteers, vendors, staff, children, credentialed professionals, etc.); Extremely personable and skilled at relationship building
• Highly effective verbal and written communication skills; ability to communicate concisely
• Willingness to take on a wide array of tasks and ability to keep many plates spinning at once; the ability to prioritize and manage time wisely
• Proficiency in meal planning and preparation
• Excited and willing to research, arrange, plan, and support the coordination of domestic and international travel bookings
• Flexibility in handling urgent company and personal matters as they arise

Qualifications:

• Experience as a personal assistant, executive assistant, or household manager (minimum 4 years)
• Must have solid proficiency with all Microsoft products especially Office, Excel, Word, and OneDrive
• Flexible schedule and adaptable to changing priorities
• Legally authorized to work in the United States
• Traveling experience required
• Experience with budget planning and tracking expenses
• Must have a reliable car, clean driver's license, pass background check including fingerprinting, and pass drug test
• Associate's degree or higher
• CPR and First-Aid certifications preferred and/or willingness to obtain
• Must like being with children and be comfortable around cats

This is a great opportunity for someone who enjoys a dynamic work environment and supporting a busy, creative household!