Executive Assistant/Personal Assistant, NYC + Travel

Comp: $125k-130k

Days and hours will be Monday - Friday from 8:30am - 5:00pm

Our client is an UHNW principal who lives on the UES and travels 25% of the year.

We are ideally seeking an energized and organized Executive Personal Assistant who has experience working with a collaborative household team and travelling with her/his principal.

• Assist the principal with taking notes, making schedule adjustments, and being side-by-side support
• Responsible for all the principal’s private projects, appointments, events, e-mails, etc. Keep principal on time for appointments.
• Responsible for all of the principal’s medical , school appointments and playdates.
• Remind the principal of important tasks, deadlines and events.
• Manage principal’s calendars, schedule appointments and set reminders
• Facilitate charity invitations and logistics
• Create Guest lists for dinner parties, invitations, thank you notes etc.
• Guest Coordination; create and update arrival, departure and notify team of changes.
• Coordinate family and group travel and update spreadsheets as needed
• Create and coordinate event time lines.
• Manage Christmas gifts and cards
• Log, code, and email monthly credit card receipts/statements
• Reconcile Principal’s credit card receipts
• Greet family and guests warmly and direct them to food and seating areas
• Accompany the principal on domestic/international trips, assist with organizing and planning travel as requested.
• Assist in organizing and planning travel.
• Communicate, plan, and stay active with upcoming trips, pack, etc.
• Research - events, exhibits, and restaurants. Provide information, facts and figures.
• Summarize findings and provide links to relevant resources. Make recommendations based on research.
• Work closely with Estate Manager and Principal on projects.
• General administrative work
• Assist with/walk dogs as needed
• Place online orders
• Run errands and last-minute requests
• Administratively support the Principal on all items or projects of the household in all areas as requested.
• Assist with the children if needed.

OTHER:

• Maintain professionalism while providing family-friendly style of service
• Maintain organization and cleanliness at all times
• Organize the principal's closets based on seasons.
• Must be available and capable of completing a myriad of duties
• Maintain a high level of confidentiality and privacy of the principal and family at all times.
• Report directly to the Estate Manager in regards to all matters

QUALIFICATIONS:

• Must be highly proficient in excel and word.
• Must be highly proficient in MAC, Microsoft Excel, Microsoft Word, Email, iPhone communications, and Internet.
• Motivated, organized, honest, energetic, discrete, possess a high degree of integrity, strong work ethic, and responsible
• Outgoing, positive attitude and adaptable to change
• Articulate and ability to listen, read and speak effectively
• Strong attention to detail and excellent organization skills
• Understands children and enjoys being around children and pets
• Previous experience working in private homes or yachts is preferred

POSITION DETAILS:

• Confidentiality, patience and understanding is a key part of this position.
• Hours subject to change with the employer's evolving schedule. Extra work shifts may be required to cover to help with special events.
• Position may include travel.

WORK SCHEDULE:

Days and hours will be Monday - Friday from 8:30am - 5:00pm. Weekends and travel will be scheduled as needed. Schedule subject to change based on the Principal's needs.

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