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Our client is looking to hire a Temporary to Permanent Executive Personal Assistant to support the founder and managing partners' office, family and various homes/estates. The ideal candidate must have strong attention to detail, excellent writing skills, be able to prioritize well and must be articulate and possess great communication skills. The ideal candidate has experience as an EA/PA in a corporate environment and lives in NYC and is available to work in person 5x a week. Additionally, the client wants someone who can make a several year commitment and is looking for a long-term home.

RESPONSIBILITIES:

• Calendar Management - Effectively manage and oversee the scheduling of meetings and appointments while prioritizing conflicting commitments and ensuring optimal time management, including logistics.
• Travel Planning - Plan, coordinate and manage domestic and international travel including flights, accommodation, ground transportation and itineraries. Plan detailed, highly specific, multi-faceted family travel with extensive research.
• Vendor Management - act as the primary point of contact for vendors. Address vendor related concerns, oversee renewals schedule services and maintain and organized record of invoices, service reports, vendor contracts and contact information in the vendor files. Keep up to date records of vendors at each residence and consistently update the master vendor list and home manuals.
• Commitment Reminders - Work closely with Principal to provide timely reminders of upcoming obligations, payments or responsibilities with appropriate follow up reminders to ensure deadlines are met.
• File Management - Organize and handle upkeep of the family's database ensuring all records are current.
• Maintaining extensive and complex action item list.
• Artwork - preserve the master record of all artworks owned. Oversee the shipping of art acquisitions and consistently update the master art spreadsheet program.
• Insurance - property, liability policies and coverage for homes, jewelry, art, etc.
• Medical Reimbursements - promptly submit medical receipts to the insurance companies for reimbursements and monitor outstanding balances.
• Ad-hoc tasks. Ad Hoc Project examples:

• Purchases: Family Gifts and gift wrap. Birthday cards for staff and family/friends. Ski Passes, Concert Tickets (making sure to do Amex Presale tickets when they go on sale). Theatre or other opening event tickets.
• Restaurant reservations.
• Reregistration of vehicles, boats, boat trailers.
• Detailed Review of Insurance.
• Renewing passports.
• Management of Art Spreadsheet Program.
• Creation of Master Vendor List.
• Tracking House Staff Responsibilities.

REQUIREMENTS:

• Must be proactive, reliable, and resourceful.
• Impeccable attention to detail. Follow up is essential to success.
• Excellent oral and written communication skills. Confident communicator - ability to make recommendations and offer opinions.
• Ability to operate with the utmost discretion and confidentiality.
• Strong problem solving and critical thinking skills.
• Goal oriented, ability to think at a higher level, connect dots and synthesize information well.
• Ability to anticipate needs and plan with a forward-thinking approach.
• Ability to juggle multiple and competing priorities effectively.
• The ability to act proactively and anticipate the needs of the CHAIRMAN.
• Strong organizational skills.
• Strong work ethic.
• Ability to follow directions but also capable of working on own initiative.
• They should be a team player and have a "role up your sleeves" mentality -- no job is too big or small.
• Full proficiency of Microsoft Office and tech savvy.
• Must be flexible and able to pivot without handholding.
• Not easily frazzled by frequent spontaneous occurrences, changes to schedule, etc.
• Candidate should be seeking a long-term position.
• They need to be able to answer calls and emails on the weekend if needed.
• Knowledge of Apple/MAC a +.
• Notary Public

Benefits:

• $135-160k base salary - based upon experience
• 401(k) with match
• Fitness Reimbursement
• Health, Dental, Vision
• Flexible Spending Account (FSA)
• Disability Insurance
• Supplemental Life Insurance

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