Global Integrated PR/Marketing and Communications Firm is seeking a new Full-Time/Permanent Executive/Personal Assistant to support the CEO. Candidates must have a minimum of 4-5+ years of applicable high-level/C-level executive business and personal administrative experience, ideally supporting a CEO and/or Founder, and a Bachelor’s degree is required. Must also have experience managing a CEO’s/Founder’s email inbox and responding on their behalf. Ideal candidates should be extremely polished and professional, super hungry, smart, proactive, humble and able to receive feedback, easy to get along with (no “drama”), possess a “no task is too big or small mentality,” be able to think on their feet, connect the dots, be thoughtful, deadline-driven, know what it is to be “on,” accustomed to working in an incredibly fast-paced, ever-changing environment, and have exposure working for top-level executives. Must be flexible/available to work 24/7 as needed. This is an AMAZING company with one of the best work cultures out there – only the best of the best should apply!
Salary depends on experience (90-130k base) plus discretionary bonus eligibility.
Hours are 8:30am-5:30pm, with flexibility/availability to work 24/7. 5 days in office (occasional changes based on the CEO’s schedule).
Responsibilities:
Provide high-level executive business and personal administrative support to the CEO. Also, taking direction from the Global Chief of Staff (located in London) and the AVP, Office of the CEO (who works in NYC).
Schedule and organize extensive internal and external meetings, conference/video calls, meals, and personal appointments, with a demonstrated sense of prioritization, follow up, and proactive communication; create agendas and prepare and process expense reports; manage and maintain busy and ever-changing business and personal calendars; calendar becomes a logic game in which it’s important to be proactive in ‘creating time.’
Coordinate and oversee complex domestic and international travel arrangements, including flights, hotel accommodations, car services/ground transportation, etc.; create elaborate and detailed itineraries that involve different time zones, airline and hotel preferences, client contact details, materials needed for meetings, etc.
Book personal travel (both domestic and international) for the CEO and her family, planning robust itineraries.
Coordinate restaurant reservations, support venue sourcing for proprietary events, etc.
Manage expenses as it relates to work-related travel, meals, etc.
Work directly and collaboratively with the Office of the CEO to ensure efficient office operations, reporting into AVP of the Office of the CEO.
Liaise with all internal team members, account teams, and clients as the point person and gatekeeper for coordinating meetings.
Manage time entry for client billings.
Coordinate and track all matters related to the CEO’s daughter’s school schedule and extracurricular activities.
Plan social engagements, including dining, parties (both for adults and kids), and activities in and around New York City.
Purchase gifts and arrange for deliveries; run errands as needed.
Conduct research and assist with ad hoc requests.
Requirements/Qualifications:
Minimum 4-5+ years of dedicated experience working for a Founder or CEO in an administrative capacity. Experience managing a CEO’s/Founder’s email inbox and responding on their behalf.
New York City savvy.
B.A or B.S. required.
Polished and professional. Smart, hungry, and eager to learn.
Must be humble and able to receive feedback.
Extremely attentive and responsive to emails.
Excellent interpersonal and communication skills (both verbal and written).
Ability to work in an extremely fast-paced environment.
Team player with the ability to work collaboratively for the success of the CEO and broader firm.
Strong organizational skills with expert prioritization skills.
Interest in marketing and communications, financial services, and contributing to the success of a growing firm.
Strong attention to detail, time management skills, and the ability to prioritize tasks.
Highly proficient in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).