Full-time Executive Personal Assistant to CEO

Our organization is seeking a reliable, highly organized, and proactive assistant to support our Founder on a full-time basis.

This position is in office full-time, Monday-Friday. In addition, you will need to be available on nights and weekends and have access to a laptop, and Wi-Fi at all times. You will need to work evenings and additional hours from time to time for events. Some travel may occur.

The right candidate is more than just an assistant, you play an important part in the growth and efficiency of the company. You always think five steps ahead, you are extremely organized (it brings you joy), you have excellent communication skills and there is no task too small or too large that you can't handle. You will be the right hand of the Founder, assisting with both company and personal tasks and being the main point of contact for the Founder.

Duties and Responsibilities

• Actively manage the CEO's calendar, and pro-actively resolve scheduling conflicts (or present options to facilitate decision making.
• Coordinate all communication to and from CEO including full document creation, review, and editing with CEO, Screening calls and responding to letters & e-mails on CEO's behalf, Coordinate conference calls, Teams Meetings or Executive Leadership team(s)+ Attend certain meetings and accurately transcribe meetings notes. (aspirational, not right away) 

• Support of CEO's personal finances (extensive), donations, paying bills, check deposits at a local bank, errands, phone calls, etc.

• Responsible for all administrative duties needed to maintain CEO and EA office environment 

• Prepare monthly personal expense and revenue reports, travel reports etc.+ Reconcile CEO corporate & personal credit card statements and monitors charges + Annually to work with accountants and investment entities to collaborate with and gather tax preparation material + Update monthly cash flows, income, and expense worksheets. 

• Arrange complex Domestic and International travels for both personal and business purposes (Leisure travel portion includes 3 to 5 international trips and 7 to 8 domestic trips annually) +
• Knowledge of travel policies and practices with hotels, airlines, etc. imperative (you will have access to the Centurion level with AMEX Travel)

• Maintain files for correspondence, records, and personal matters + Maintain the privacy of confidential records, documents, and correspondence 

• Collaborate with various staff and departments in preparing special projects 

• Assist in managing various properties (especially when out of town) 

• Maintain a professional dress attire & appearance

Job Requirements

• Minimum of 3 years of experience providing administrative support to high-level executives
• On occasion, be available evenings and weekends for calls or text message
• Must have reliable independent car
• Must be detail-oriented
• Must be a highly motivated individual with a high level of initiative and an attitude of willingness to work outside defined job responsibilities
• Must be a team player willing to assist others at all levels of the organization.
• Bachelor's degree preferred
• Proficient with MS Word, Excel, Outlook & PowerPoint
• Discrete, trustworthy, with good prioritizing and problem-solving skills (especially in a changing landscape.)
• Calm strong mentality under the pressure
• Ability to exercise discretion and maintain strict confidentiality on all matters (personal and professional)
• Ability to prioritize according to the CEO's needs efficiently with the ability to adapt quickly
• Ability to evaluate processes and suggest improvements/alternative solutions
• Strong organizational and time management skills with the ability to multi-task and work autonomously
• Excellent interpersonal skills with the ability to maintain cooperative working relationships - both within the company and with business associates outside the company
• Strong verbal and written communication skills, ability to communicate effectively with taking good notes and follow-up
• MUST have a car, valid driver’s license, clean driving record, and valid passport.

Required skills:

• Positive attitude, a friendly person who doesn't lose their cool
• Excellent at multitasking, you can organize your own calendar
• You are able to meet deadlines
• You can be flexible; change does not freak you out
• Excellent communication skills
• You know how to use Google Sheets, Google calendar, Social Media Platforms
• Excellent use of the English language (written/spoken)

Not required but a plus:

• Adobe Creative Suite
• Expense/Accounting Skills
• Previous agency or diplomatic experience

Your responsibilities:

• Making phone calls
• Email correspondence with vendors and company contacts
• Setting up appointments
• Scheduling service providers
• Managing the Founder's calendar, creative calendar reminders, and events
• Take notes during meetings
• Shopping for supplies/groceries and running errands
• Help maintain workplace cleanliness and organization
• Picking up/dropping off packages
• Booking travel
• Creating presentations
• Assisting with sensitive and confidential situations
• Driving to meetings, between the office and home office
• Pick up and/or drop off guests
• Booking and organizing models, makeup artists, and hairstylists for photoshoots
• Assisting Founder on ad-hoc company projects
• Running various errands

How to Apply

Please apply to [email protected] with the word Executive Personal Assistant in the title.

Please add your availability to the start date, your salary requirement, and your CV in the email.

Paying close attention to detail is required and those who do not follow these instructions will not be contacted.