We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to one of our esteemed partners. The successful candidate will play a crucial role in managing the partner's extensive calendar, ensuring seamless coordination of meetings, appointments, and commitments. This individual must possess exceptional organizational skills, the ability to anticipate needs, and a talent for proactive problem-solving.
General Responsibilities
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Manage and maintain the partner's complex calendar, scheduling meetings, appointments, and travel arrangements with precision and attention to detail.
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Anticipate the partner's needs and proactively prepare materials, briefs, and agendas for meetings and appointments.
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Act as a gatekeeper and liaison, screening calls, emails, and requests, and prioritizing correspondence accordingly.
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Provide high-level administrative support, including drafting correspondence, preparing presentations, and handling confidential information with discretion.
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Ensure the partner is adequately briefed and prepared for all engagements, providing necessary information and reminders as needed.
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Facilitate effective communication and collaboration within the team and with external stakeholders.
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Handle ad-hoc tasks and projects as assigned, demonstrating flexibility and a willingness to adapt to changing priorities.
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Catalog memberships, insurance information, and vendor contact lists
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Keep and organize bills, emails, notes, spreadsheets, and all documentation trails
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Coordinate personal appointments associated with health and wellness
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Oversee social calendar to include restaurant reservations, theater and performance tickets, and other functions
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Manage and organize tickets to various events
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Organize and manage domestic/international travel arrangements
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Schedule and attend car maintenance appointments and other vehicle necessities
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Maintain passwords and other login information
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Coordinate and schedule medical appointments and obtain prescriptions and refills
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Oversee planning on all dinners, parties, and events to include invitations, correspondence, form and vendor management, budgets etc.
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Pet care and feeding in office
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Other duties and responsibilities as assigned
Qualifications
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Minimum 5 years prior executive or personal assistant experience
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Superior communication skills, both verbal and written
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High level of organization while managing multiple tasks (with the ability to be very focused amidst these many tasks)
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Ability to maintain an ongoing list of tasks and projects on an easily shared and current activity list
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Detail-oriented
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Able to adapt quickly and anticipate needs
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High level of discretion and integrity
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Collaborative mindset is a must