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Job Title: Executive Personal Assistant / Chief of Staff
Posted By: Sofia Ziegler
Reference ID: EPA-42
Live In/Out: Live-Out
Industry: Executive
Job Type: Full Time
Location: Midtown, New York City, NY US
Salary Offered: $175,000 - $225,000 per year
Potential For Bonus: Yes
Benefits: Full, non-contributory benefits package, effective after 90 days
Experience Req: 10+

Private and extremely discreet gentleman seeks an Executive Personal Assistant to serve as primary gatekeeper and professional assistant. The schedule consists of a Monday – Friday schedule from 9:00am to 6:00pm with overriding need for 24/7 flexibility and long hours as needed and upon request.

The candidate’s primary responsibilities will include screening and responding to calls, sorting mail and emails, coordinating heavy travel logistics and arrangements, personal entertainment, and scheduling personal, medical, business and other appointments. The candidate will remotely manage and oversee the functionality of the principal’s primary residences inclusive but not limited to overseeing operations and additional staff members across all residences. The ideal candidate will have experience working in a financial environment.

Responsibilities include but are not limited to:
• Maintaining contacts and calendars; scheduling for both personal and business matters
• Serving as a gatekeeper to the principals; answering phones and emails, tracking shipping and returns etc.
• Remotely overseeing the management of all residences, inclusive of managing employees, service providers, vendors and upkeep
• Overseeing the completion of renovation, design and other projects as they arise; managing all aspects of catered events, inclusive of menu, décor and venue consultation, etc.
• Researching and reserving tables at restaurants, shows, concerts, venues etc.
• Running personal errands and completing personal shopping and gifting on behalf of the principals
• Arranging travel and completing detailed expense reports; confirming meetings and creating itineraries for trips encompassing all aspects of accommodation, meals, venues, entertainment, etc.
• Editing and proofreading sensitive documents on a timely basis; maintaining medical, insurance, membership and philanthropic records; tracking and renewing accurate expiration dates in advance of their expiration
• Any and all additional Executive Personal Assistant responsibilities as they arise and upon request

• Strong command of English language; superior communication skills, both written and verbal
• Excellent references required from both current and previous employers; must have longevity in previous roles
• Minimum 10+ years related experience working in a Family Office as an Executive Personal Assistant or Chief of Staff for one individual in a similar role
• Bachelor’s degree from a 4 year College or University Required ; background in finance a major plus
• Exceptional organizational skills and dedication to responsibilities; above and beyond attitude; superior client relationship management and incredible customer service skills; proactive and driven attitude with a desire to succeed at all costs
• Adept in the use of smartphone technology; available on-call 24/7 via smartphone device; flexibility in scheduling with willingness to work long hours and overtime as needed
• Expert in Quickbooks, as well as both Mac and PC Systems and programs Microsoft Office Suite REQUIRED
• Utmost discretion in all aspects of the job where integrity, accountability and loyalty are paramount
• Detail oriented with meticulous organization, task management, and communication skills
• Self-motivated, proactive, and able to work independently as well as collaboratively in an office setting
• Able to remain calm under pressure during hectic and stressful times
• Valid Driver’s License; confident driver with zero points on license; access to own personal car
• Valid Passport a PLUS; must be willing to travel to additional residences as needed and upon request
• Legally able to work for any employer in the United States
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