Executive/Personal Assistant
We are currently in search of a superstar Executive Assistant to support the Chairman. In this role, you will be responsible for high-level administrative support and ensuring this busy executive's everyday life is running smoothly, including both business and personal tasks. As the ideal candidate, you are personable, extraordinarily detail-oriented, sharp, quick on your feet and able to juggle multiple tasks. This role serves as the primary point of contact in a fast-paced office environment on all matters pertaining to the Chairman. This is a critical role and requires someone with exceptional organizational skills.
EA Responsibilities will consist of, but are not limited to:
- Communicating directly, and on behalf of the Chairman, with Board Members, staff and others
- Managing meetings, including booking conference rooms, catering, arranging visitor passes
- Arranging and booking heavy international and domestic travel, accommodations, hotel, meetings and meals
- Prioritizing conflicting needs; handling matters expeditiously, proactively, and following through on projects to successful completion
- Answering telephone, screening and logging calls, taking messages
- Arranging executive's calendar and scheduling meetings
- Managing executive's time to ensure schedule stays on track
- Managing all elements of files and records
- Special projects, including assisting with corporate events and company-wide meetings
- You may be required to be on-call, especially when the Chairman is traveling
- Some travel may be required
PA responsibilities will consist of, but are not limited to:
- Managing family personal calendar (important events/dates, birthdays, etc.)
- Sending and arranging gifts for events
- Arranging family appointments for personal and professional needs, including family dinner reservations
- Maintaining and organizing contacts database
- Booking family travel arrangements
- Flights, rental cars, car services, hotels for family
- Communication with household staff, including housekeeper, private chef, nannies, security
- Scheduling home maintenance and repair work; supervising the project
- Communication with business manager
- Managing and auditing financial statements, invoices, and bills for family
- Reconciling family credit card statements; organizing and tracking purchase receipts
- Managing and submitting expense reimbursements for family
- Planning, organizing and managing events
- Some travel may be required
Requirements
- 4-year college degree preferred
- Ability to make executive decisions on behalf of the Chairman
- Ability to multitask, work with limited supervision, and adjust easily to changing priorities
- Previous experience supporting senior executives in the entertainment industry
- Must have experience booking heavy international and domestic travel
- Maintain a professional demeanor in all situations
- Demonstrate a positive and personable attitude
- Highly motivated with a desire to be successful
- Strong organizational skills with an ability to effectively multi-task
- Polished presentation skills with the ability to confidently react to situations in a timely and professional manner
- Must be able to work flexible hours, including some evenings and weekends
- Strong sense of integrity, confidentiality, diplomacy, and professionalism required