Executive Assistant/Personal Assistant

Summary

Join our client, a NYC-based executive running a non-profit, in seeking an experienced executive/personal assistant to provide comprehensive support. This varied role encompasses managing the executive's calendar, handling communications, coordinating travel, and assisting with both professional and personal tasks. Responsibilities include managing online shopping and returns, coordinating home repairs, and assisting with social event planning. The ideal candidate is highly organized, proactive, and possesses excellent communication skills. This position offers a blend of remote work and on-site support at the executive's Upper East Side residence. The successful candidate will be adept at juggling multiple projects while maintaining a calm and measured demeanor.

Requirements

• Bachelor’s degree in business or communications preferred
• 2-4 years of experience in a similar role
• This is a full-time role with standard business hours, but note that some scheduling flexibility will be needed (for example, to support some after-hours events)
• This position is based in New York City and requires a combination of remote work at the executive's office, and on-site support in the executive's residence located in Manhattan's Upper East Side. Candidates must reside within a reasonable commuting distance to Manhattan to reliably accommodate in-person work requirements. The role may involve frequent presence in these locations as well as some local travel within the NYC area for errands and in-person coordination

Responsibilities

• Efficiently managing the executive's calendar, scheduling appointments, meetings, and conference calls while considering priorities and minimizing conflicts
• Facilitating clear and concise communication, including drafting emails, memos, and other correspondence on behalf of the executive
• Coordinating travel arrangements, including flights, accommodations, and itineraries, to ensure smooth trips
• Identifying and prioritizing tasks, ensuring deadlines are met, and adjusting schedules as necessary to accommodate urgent matters
• Organizing and maintaining information and documents (both electronically and physically), and ensuring easy access when required
• Preparing meeting agendas and materials, and possibly participating in meetings to take notes and assist with follow-up actions
• Assisting in the coordination and management of various business and personal projects, liaising with others to ensure successful execution
• Managing purchases and returns on behalf of the executive, ensuring accurate orders, tracking shipments, and handling returns or exchanges as needed. Mostly done online but may be required to visit stores or showrooms as well
• Providing ad hoc assistance such as personal errands, research, and other tasks to enhance the executive's productivity and work-life balance