Personal Assistant

In residence: Greenwich CT - 5 days a week- appx. 50-60 hours a week

Day-to-day responsibilities would include a combination of the following:Responsibilities:• Provide oversight, coordination and assistance to owner on various projects in a fast paced residential, business and family office environment.• Manage various aspects of logistics of business and personal calendaring (multiple time zones) & event planning. Events consist of small personal residential events to moderate business events and large-scale business and/or philanthropic events.• Manage annual birthday and holiday program logistics with focus on personal gifting and collaborate on large- scale philanthropic gifting.• Provide specialized gift and project research support. Procure items such as residential supplies, office supply, seasonal purchases, event purchases, gift wrapping, mailings, distributions, creating custom gift certificates.• Coordinate transportation arrangements, from personal to large event arrangements utilizing experience in personal ground, aviation and yacht reservations.• Manage multiple expense accounts reporting through Concur, manage multiple corporate credit cards.• Proactively ensure timely communication to residential team members and office teams.• Provide oversight and coordination for the scheduling and hosting of zooms and various video meeting platform meetings.• Liaise with technology support to schedule team rollouts, troubleshooting, compliance.• Assist with virtual and paper file organization and archiving, inventory management, contact updating, mailing list removals, domestic and international shipping, online subscriptions, membership renewals, personal donation processing.• Additional responsibilities and/or special projects as requested.

Values:

•  Truth- willing to strive for truth
• Integrity-open, honest, does not filter, spin, or manipulate communications
• Excellence-high standards and expectations, always striving to improve
• Discretion-respects privacy, understands and maintains confidentiality
• Teamwork-ability to creatively collaborate
• Logic-trusts in and relies on logic over emotions
• Courage-willing to take on difficult things, does not tolerate badness
• Ego-strives to work with low ego and is able to self-reflect

Abilities:

• Remain calm and composed in stressful, chaotic situations
• Comfortable working in ambiguity and handles last minute changes well
• Remains transparent but understand appropriate confidentiality and exercises good judgment
• Open to feedback, exploring mistakes and weaknesses in the interest of learning and self-improvement
• Quick learner, intellectually curious, engaged and proactive
•  Nurturing and caring with teams and external parties, enjoys a diverse work environment.

Skills:

• Solid administrative assistant experience, including the ability to multitask, self-prioritize and has exceptional organizational skills
• Ability to anticipate and be proactive on work needs ahead
• Systematic approach to problem solving
• Exercise ownership and works independently while staying in sync
•  Practical decision maker who asks good questions
• Common sense
• Identifies a goal and is able to quickly link tasks to that goal, does not get stuck
• Results oriented, focuses on the outcome
• Eye for design, aesthetics and creativity
• Exceptional communication skills (written, verbal and body)
• Excellent time management 

Experience & QualificationsSummary: We are looking for an administrative professional who understands discretion, multi-tasking, and providing the highest levels of stakeholder support at it’s core. In addition to the below qualifications, we are looking for a personal assistant who values working in a dynamic team environment, with humility and an open mind.

• Bachelor’s degree preferred
• At least 3 years of administrative experience supporting senior leadership, or executive level management
• Experience as a Personal Assistant in a household is highly preferred or PA work for a business of a personal nature
•  Experience in both Personal Assistant or Executive Assistant is preferred
• Seeking a professional with at least ten years of experience
• Proficient in Mac, MS Outlook & MS suite, Google docs, Adobe, Salesforce, Concur, Dropbox and cloud-based file systems