Personal Assistant

New York,
NY
10021
Personal Assistant
Full Time, Live Out
Contact Us
Job ID: 16465680
Recruiter: rachael

Personal Assistant to Co-Chief Executive Officer of a large investment firm

Location: Hybrid. This position may involve being in person at various locations in Manhattan during the week.

Our client is seeking a highly intelligent, organized, quick-thinking and resourceful “doer”, to keep a busy Co-CEO on track professionally and personally. The ideal candidate will have exceptional and concise communication skills and express a consistent “will do” attitude. In addition, the ideal candidate will be:

? Proactive in attitude and approach problems with a sense of possibility; able to anticipate needs of the Co-CEO before they arise; able to quickly solve problems oftentimes under pressure

? Self-directed with a high sense of self-awareness

? Able to utilize independent judgment and initiative to decipher between routine administrative decisions that need to be made on behalf of the Co-CEO and when to confer with the Co-CEO or others on more complex decisions

? Experienced with and /or able to learn flight operation processes as it relates to a privately-owned aircraft

? Flexible and accessible 24/7, particularly when an urgent or sensitive matter arises

? This is primarily a remote role, with occasional travel to NYC required to manage on-site tasks at the residence and within Manhattan. Candidates should be able to commute to Manhattan by public transportation, as needed.

 

Key Responsibilities

? Help manage and oversee projects at Co-CEO’s residences, including working closely with building staff, contractors, and other vendors

? Coordinate with property managers in multiple locations to prepare for Co-CEO arrival and while in residence or to check-in on status of property when not in use

? Work closely with the “family office” and take direction and suggestions to execute on tasks

? Strategically book calendar to maximize efficiency, based on priorities, goals, and travel schedule

? Work closely and effectively with the Co-CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately

? Working with other internal team members, research and arrange complicated, multi-destination international and domestic travel for Co-CEO (high-end hotel and villa accommodations, ground transportation, and activities such as tee times at golf courses). Track travel departure, arrival and movements for Co-CEO, family, and guests while keeping in regular communication with all parties of issues/delays

? Build and maintain strong relationships with internal team members, as well as external constituents

? Exhibit consistent cost-conscious approach and treat the Co-CEO’s expenses as they would their own; researches most financially efficient way to execute tasks and provides reasonable options

 

Required Skills

? 8+ years of relevant work experience as a personal assistant supporting senior level executives

? Ability to work effectively and independently with little or no supervision, and to support Co-CEO remotely

? Ability to take direction and candid/frank feedback constructively

? Aptitude for receiving and responding to correspondence via text or email with a concise and abrupt communication style

? Extraordinarily high attention to detail; ability to produce highly accurate work products; takes great pride in their work; enjoys administrative challenges of supporting a busy Co-CEO

? Familiar and experienced with planning and coordinating complicated travel arrangements, both domestic and international

? Experience working with contractors, building staff, and other service providers

? Expert level written and verbal communication skills

? Experience with project management and able to multitask to handle multiple projects simultaneously with focus, accuracy, and efficiency

? Highly proficient computer skills (MS Office, primarily Excel and Word) and willingness to learn new technologies

? Ability to maintain high degree of professionalism and discretion in all activities, particularly when handling sensitive and confidential information; diplomatic style with positive, friendly manner; ability to maintain performance in high-pressure situations

? Sound judgement and emotional maturity

? Possesses a valid driver's license

? Experience in financial services, preferred

? Bachelor's degree, preferred

 

Reporting, Hours, Compensation, and Benefits

? Reports to the CFO in support of the Co-CEO and his family

? Full-time, requires flexibility outside of standard “business” hours, either in person and/or via email and phone. This is not a 9 to 5 position as many needs/requests occur outside of a standard working day

? The Personal Assistant will be given a high degree autonomy regarding how and when work is completed so long as it is in harmony with the Co-CEO’s needs

? Availability on weekends, when needed, throughout the year

? Compensation includes annual base pay plus potential for discretionary bonus

? Base pay to be determined by experience and education

Responsibilities listed above are representative of general expectations and essential functions of the role. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

 

Compensation:

$150,000 – $160,000

Health Insurance

401K match

Benefits package includes health insurance (80% company-paid), 401(k) match, monthly transportation benefit, paid sick leave, and three weeks of paid vacation per year

 

 

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