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Job Title: Executive Personal Assistant to CEO
 
Posted By: David N. Youdovin
Reference ID: EA-50
Live In/Out: Live-Out
Industry: Executive
Job Type: Full Time
Location: NYC, Midtown, NY US
Salary Offered: $45,000-$65,000 per year
Potential For Bonus: Yes
Benefits: Full, non-contributory benefits package, effective after 90 days
Experience Req: 1-3+
 
Description:

High profile Placement & Recruiting Agency with offices in NYC, the Hamptons & Palm Beach seeks an extroverted, dynamic, proactive and trainable Executive Personal Assistant to serve as the right-hand to the company’s CEO, as well as their upper level management. This client-facing assistant will be trained in all aspects of the business, both front and back of scene, and will assume both Assistant responsibilities, as well as interim managerial responsibilities in the absence of their Chief. The ideal individual will have tremendous phone presence with a dynamic, outgoing yet approachable tone, easily able to grasp the concept of discerning staffing, and forever conscious of our Forbes 400 clients and their exacting needs.

This Assistant role will be based from the company’s flagship Madison Avenue office, and will support the CEO remotely, as well as provide assistance for all member’s of the company’s growing team, inclusive of the off-site Director of Operations.

Workweek for this position consists of continual Monday – Friday schedule, approximately 8:45am – 5:45pm, with flexibility for email attention on an evening/weekend case-by-case basis.

The ideal candidate must be eager to prove him or herself in a dynamic and ever-changing environment where proactivity, responsiveness, hospitality, professionalism, and integrity triumph. The ideal candidate must show fluency in working both singlehandedly, as well as part of a synergistic team, and must poses the drive necessary to assist in elevating the business to the next level of growth and success in tandem with leadership.

Responsibilities include, but are not limited to:
• Supporting the CEO as his direct gatekeeper; providing direct assistance in areas of administration, office management, organization, efficiency of business, and flow of information
• Ensuring a tidy, orderly, clean and clutter-free office at all times
• Providing administrative support as related to the calendaring and scheduling of interviews, internal and external meetings, appointments, etc.
• Answering the Hire Society New York City main phone line; assisting with candidate inquiries, onboarding new clients through initial screening and paperwork, and properly directing additional calls to the appropriate recipient
• Attending all management meetings; transcribing minutes and delegating tasks / to-dos based on implemented decisions
• Maintaining the CEO’s inbox through constant email communication and follow up; ensuring all emails are replied to in a timely fashion; directing questions to COO for clarification
• Overseeing client retention as related to Thank You Notes, specialized holiday gifting, incentivized fee / policy amendments, etc.
• Managing and overseeing the master candidate database; implementing organization and filing systems for all resumes, paperwork and additional/supplemental forms both hard copy and electronically
• Assisting with supply procurement, set-up, inventory and swiftly-running functionality across all offices
• Assisting with the onboarding process of new employees; drafting and ensuring proper paperwork is completed and updated for CEO’s review; management of birthdays, anniversaries, related gifting and milestone celebrations
• Providing direct support as related to bills; gathering, recording, filing and ensuring payment has been sent out in a timely fashion; printing checks and delivering to CEO for signing and mail receipt
• Recording, scanning, and filing all necessary financial documentation per CEO / COO’s direction
• Serving as point for all New York City office-based maintenance issues (power outages, weather, pest/insect prevention, water shortages, HVAC malfunctions, etc.)
• Providing coverage whilst CEO / COO are out of office
• Running errands and carrying out special, personal, office, and business requests as needed
 
 
Requirements:

• Bachelor’s Degree from an accredited four-year university PREFERRED
• Minimum 1 - 3 + years related experience serving as an Executive and/or Personal and/or Human Resources Assistant
• Entrepreneurial spirit with a desire for creativity and outside-the-box thinking
• Previous experience in private service is a plus but not required
• Excellent references required from both current and previous employers
• Superb communication skills, both written and verbal
• Detail oriented with exceptional organization and task management skills
• Dedication to responsibilities; proactive, extroverted and driven attitude; willingness to succeed at all costs
• Able to both OFFER as well as RECEIVE directions
• Comfortable and confident as a client-facing ambassador to the brand; savvy with phone/email manners
• Proficiency in both Microsoft Office and Mac iOS 10, as well as iPhone and related Mac systems; tech savvy
• Utmost discretion in all aspects of the job; both business and personal
• Ideal candidate must have experience working in NY-minded fast paced, ever-changing environments
• Strong familiarity with New York City including hospitality sites, restaurants, landmarks, etc.
• Valid US work authorization; MUST be legally able to work in the United States
 
 
Keywords: Personal Assistant, Midtown
 
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