Job Description

Overview

A very private, high-profile client and his wife are seeking an executive assistant to add to their current team of 6 assistants. The schedule will typically be 5 days per week and 1 weekend day every other week. The role will be in the office 3-4 days per week. When the family is on the East Coast, the schedule will either be 10am-6pm or 11am-7pm. When the family is on the West Coast, hours fluctuate to cover local time. Weekend day shifts cover the family from 8am-4pm local time. The role starts as soon as possible.

Responsibilities

The candidate to hire will manage the Principals administrative requirements, overseeing the Principals email inbox, handling email correspondence, greeting guests, printing articles, reformatting documents, assisting with meetings and getting to meeting locations, coordinating travel (including getting everything ready at the hotel for the Principals), and performing very detailed work for all tasks. You must be tech?savvy, especially with printing, data entry, Smartsheet software (they will train), and Microsoft Office.

Admin

• Monitor Principals email account; format and print emails as needed.
• Stay up to date on current affairs and relevant developments.
• Provide admin PM coverage approximately once every third week.
• Provide weekend coverage for the Principal approximately once every third weekend and on occasional holidays.
• Update CRM with contacts.

Information & Content Curation

• Regularly review current events, news articles, and publications to identify items of interest to the Principals.
• Proactively recommend relevant reading materials and ensure timely delivery of curated content.
• Oversee the conversion of selected publications into audio files.

Travel

• Assist in mapping out itineraries.
• Enter all travel information and confirmations (flights, hotel, and cars) into SmartSheet.

Guest Services

• Liaise with guests: send initial invitation emails and confirm acceptances.
• Execute Covid testing protocols and record results.
• Collect and manage important guest information such as arrival/departure times, dietary restrictions, special requests, etc.
• Communicate all travel information and confirmations.
• Coordinate with Security and HHS teams to ensure seamless guest experiences.

Additional Projects

• Assist the GSO team with projects as they arise, such as (but not limited to) holiday cards, holiday gifts, inventories, filing, archiving, mail, contact lists, scheduling, reporting, etc.

Requirements

• The candidate to hire must have executive/corporate assistant experience; a candidate who only has personal assistant experience or mainly personal assistant experience will not be considered for this role. Experience working for an executive is required.
• The candidate to hire must be business?savvy, polished, highly professional, and understanding of world events (it is preferred to have a political background or UN experience, for example).
• The candidate to hire must be able to travel occasionally, sometimes for a week or more at a time. The client has homes in NYC, Bedford, Southampton, California, and Arizona.
• The candidate to hire must do well under pressure, be calm, respectful, mindful, have a low ego drive, understand that they represent the Principals, and be mindful as well as savvy with working with dignitaries and government officials. The candidate to hire must be discreet, organized, and never ruffled. The candidate to hire must not need hand?holding, but be able to work seamlessly and cooperatively on a team, and must be a pre?emptive thinker.
• Proficiency in Office 365, Excel, Word, and Adobe Pro.
• Knowledge or proficiency in Smartsheet and Salesforce is a plus. Dictation experience is a plus.

Salary and Benefits

• The annual salary is $125k-150k with discretionary bonus.
• Benefits for this role include medical/dental/vision, 401K, meals in office (breakfast and lunch), laptop, 2 weeks vacation, and some holidays off (the assistants work rotating holidays).

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