The perfect Executive Personal Assistant is extremely capable, efficient, resourceful and able to provide outstanding executive and personal assistance for their Principals. They work diligently and swiftly to provide 360 degree support assuring the smooth running of the employer personal and business affairs as needed. The ideal candidate will be very sharp, bright, energetic, proactive and possess outstanding organizational skills. The EPA takes full responsibility for calendaring, communications, event coordination, event planning, travel management and other duties as requested as well as ensuring seamless coordination on professional and personal matters.
General Responsibilities
Maintain the principals business and social calendars.
Anticipate the principals needs and take immediate, thoughtful action.
Keep the principal on task, tracking all pertinent information required for meetings and appointments.
Draft correspondence, compose emails and first-draft memos, open, distribute or file incoming correspondence; respond to invitations and add events to calendar as needed.
Coordinate travel arrangements for the principals.
Assist principal in planning and coordinating special events: selecting venues, setting dates, selecting menus, organizing guest lists, sending out invitations and working with caterers and outside vendors.
Oversee and manage the household staff schedules in absence of a House Manager; communicate with household and office staff regularly.
Maintain electronic file systems including those for household operations, warranty manuals, household equipment, artwork, etc.
Monitor emails and principals activities in general.
Utilize effective time management; key activities are accomplished promptly and accurately.
Respond to incoming mail, calls, and requests for information.
Monitor incoming charitable requests; track all donations.
Field telephone calls and maintain a log of incoming calls.
Prepare daily summary update of phone calls and vital information for nightly review.
Take ownership of work; think strategically and be resourceful.
Correctly assess priorities and act accordingly.
Perform internet research as needed for the principal.
Establish and maintain hard copy and electronic files.
Create and manage a current database that includes friends, business contacts, and relatives. This database should include phone numbers, addresses and birthdays and other special events.
Run personal and household errands as needed.
EXECUTIVE SUPPORT
Work closely with the client to understand priorities and to develop a strategy for aligning calendar with goals.
Plan, manage and maintain all aspects client’s schedule, including serving as the primary point of contact for all scheduling and meeting requests
Assist with the management of client’s activities and play a lead role in proposing and developing new initiatives and projects.
Communicate directly and on behalf of the client with external organizations and partners.
Assist with the management and tracking of finances and expenses.
Research and make recommendations on philanthropic and professional opportunities for the client.
Manage daily briefings on email and video conference for questions and updates.
Represent the client by attending meetings in the client’s absence when required due to conflicts or other matters.
Resolve issues and troubleshoot a variety of situations.
Assist with other daily requests and tasks, including composing and preparing correspondence, arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
Schedule conference rooms, conference calls, meetings and events, on/off site.
Answer multi-line phones, handle routine and complex questions.
PERSONAL SUPPORT
Maintain and organize critical information, including organizing existing backups and archives.
Perform research into destination trends and writing for appearances.
Provide white-glove, concierge style service with restaurants, shopping experiences, etc.
Scheduling of personal appointments.
Assist with invitations and start-to-finish logistics of attending major international events.
Manage and anticipate client’s advance needs.
Arrange, confirm, re-schedule and follow-up on personal appointments.
Manage personal needs including making reservations, sourcing event tickets, managing gifts.