Executive / Personal Assistant
Confidential
New York, NYThis was removed by the employer on 5/5/2015 10:08:00 AM PST
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Full Time Job
A dynamic, mature, professional couple (business includes media & art) seeks a Full Time Executive / Personal Administrative Assistant for their Upper East Side office. The candidate should be a highly independent, mature, self-motivated, balanced individual to coordinate the ever-changing details in the life of a very busy couple. This an office job, but there is never a dull moment! This position is replacing a retired long term EA / PA. Candidates MUST be based in New York City.
Office Hours are 9AM-6:30PM - ability to stay late on occasion, as needed. Overriding flexibility is required, mainly to answer inquires by phone / text / email - 24 / 7.
Primary duties include:
1) Gate-keep and coordinate the ever-changing details in the life of an active, professional Upper East Side couple.
2) Communicate details of the household to the staff (such as visits, dinners, arrivals, service times, etc.).
3) General office skills - scan, print, file, fax, coordinate conference calls, welcome clients, order supplies, keep kitchen stocked, tidy office, manage petty cash, oversee clerical assistant, etc.
4) Organize complex travel with drivers, private jet / commercial airlines, car services, travel logistics coordination with extended family when traveling together, etc.
5) Make doctors' appointments, ordering show tickets, making restaurant reservations, coming up with creative ideas to entertain children of extended family on weekend outings, etc.
6) Ability to interface with a variety of people & personalities from contracts workers to public figures
7) Organize incoming mail daily - forward invoices to appropriate channels for approval & payment, reconcile credit card statements, respond to invitations, insuring packages get to the appropriate place, etc.
8) Manage gift lists (birthdays, funerals, holidays, etc.), personal purchases, shopping, generating ideas for gifts, research & sourcing gifts, packaging & sending gifts, and occasional errand running, as needed.
9) Manage database including personal contacts, colleagues, guest lists, and art collections, etc.
10) Able to source, interview & select candidates for consideration in positions as they arise for domestic staff - Housekeeper, Houseman / Driver, Caretaker Couple, etc.
11) Ability to walk to their primary residence on occasion (within a few blocks of the office); it is a semi-formal household.
Requirements:
The right candidate has a positive disposition with the poise and polish to represent a well-respected Upper East Side couple.
Must have exceptional command of the English language, great phone skills, ability to take minor dictation, strong typing skills, excellent grammar & writing skills, and calm under pressure.
Must have an iPhone / Blackberry or Smart Phone and comfort working on Mac platform including Microsoft Office & Mail programs as well as basic syncing of iPad, etc.
Must have solid experience as an Executive / Personal Assistant and / or as a Domestic Household Manager in New York City.
Domestic staff management is a PLUS - experience with weekly schedules, tracking vacation days, etc.
MUST be able to multitask and pay attention to DETAILS, thrive on working independently as part of a team, strive for excellence and enjoy making the seemingly impossible happen.