Job Description

Executive Personal Travel Assistant / Chairman

The Executive Personal Assistant will work for the team that supports the Chairman and Founder. This role will support the needs of both the corporate office, as well as the home, the family, and their interests, operating out of both the corporate office and in the principal’s NYC and Hamptons residences as needed.

This role is responsible to support the Founder’s Executive Support Team, his Corporate Office and Household Staff assisting to manage ad-hoc tasks, administrative, detail-oriented type projects, day-to-day scheduling of meetings and personal appointments as part of the overall operations of the Founder’s office and household. The successful candidate will be highly resourceful, a team player, demonstrate excellent communication and writing skills, judgment, decision making and creative problem-solving abilities. Proficient communication, organization and collaboration skills, as well as the ability to pivot nimbly and act with urgency are required.

Key Responsibilities

• Provide high-touch personal support to the Founder, his wife, their family and support teams, working out of the office and their Manhattan residence as necessary with occasional travel to the family’s Hamptons property.
• Working as part of the corporate office’s reception team when required, assisting with answering phones and administrative tasks for the firm.
• Daily management of complex calendars; appointment scheduling, confirmation and coordination of all logistics (i.e. location, attire, catering needs) for Founder in coordination with Team; communication with household on relevant personal tasks.
• Travel and Entertainment management: supporting all business and personal travel and entertainment arrangements including providing options and/or booking for air, ground and rail transfers, accommodations, event tickets, etc. Confirming technology/connectivity, passports, visas, vaccinations, etc. are identified and communicated in advance. Must be available nights and weekends for possible travel related responsibilities or events.
• Wellness management: helping to make and coordinate appointments for doctors, trainers, nutritionist, etc. (routine and ad hoc), all necessary paperwork is submitted in advance, and that dietary and fitness regimes are maintained as well as handle pre/post appointment needs, prescriptions and medications and communication with principal on these matters.
• Daily food pick up outside of the office and assistance in the office with setting up Founder’s lunch.
• Manage Founder’s global contact list in Excel and Microsoft outlook contacts and serve as the owner and point of contact for projects stemming from this main list for correspondence and/or events, such as the family’s annual holiday cards.
• Organize physical and electronic filing systems as needed, oversee mail distribution and appropriate correspondences amongst team members or in the home.
• Work with the Director of Philanthropy on charitable endeavors and projects for both in the office and the home.
• Assist as needed with seasonal and annual events and household activities, including entertaining, special events and holidays.

Qualifications

• Associate or Bachelor’s Degree required.
• 5+ years of Executive or Personal Assistant experience
• Strong writing skills for drafting personal and professional communications.
• Exceptional organizational, interpersonal, and communication skills and attention to detail.
• Excellent judgement and decision-making abilities.
• Must have worked specifically with Microsoft Office applications (Word, Excel and Outlook).
• Must have experience with booking travel for high level individual, including research flights/trains/hotels, and pulling together options in an organized fashion.
• A strong work ethic, responsiveness, sense of urgency, persistence, resourcefulness, and motivation 24/7 flexibility and responsiveness including “off hours” (nights and weekends).
• Positive, can-do attitude; collaborative mindset in team environment; flexibility to the evolving needs of the family; ability to listen, take feedback and constructively apply to behaviors.
• Someone who can be flexible and pivot when needed.

Salary $125k-150k plus OT, and generous package, including full benefits

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