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Job Title: Executive Personal Assistant
 
Posted By: Sofia Ziegler
Reference ID: PA-36
Live In/Out: Live-Out
Industry: Executive
Job Type: Full Time
Location: Teaneck, NJ US
Salary Offered: $75,000 - $90,000 per year
Potential For Bonus: Yes
Benefits: Full, non-contributory benefits package, effective after 90 days + 401K; 2 weeks vacation
Experience Req: 3-10+
 
Description:

Prominent New Jersey chairman seeks a proactive, extremely organized, and detail-oriented Executive Personal Assistant to serve as primary gatekeeper and professional assistant from the Family Office in Teaneck, N.J. This position requires a great amount of collaboration working in tandem with the gentleman’s Executive Assistant. The candidate’s primary responsibilities will include screening and responding to calls, mail and emails, coordinating private and commercial travel arrangements, organizing personal appointments and overseeing aspects related to finance, with special care when working with Quicken & Quickbooks. This is a full-time position with regular workdays Monday – Friday, from approximately 9:00am – 5:00pm, with overriding need for flexibility and longer hours as needed and upon request.

Job responsibilities include, but are not limited to:
• Maintaining contacts and calendars; scheduling for both personal and business matters
• Serving as a gatekeeper to the principal; answering phones and emails, tracking shipping and returns etc.
• Coordinating private and commercial travel arrangements; creating detailed itineraries for trips
• Completing detailed expense reports
• Handling special requests, projects, and related duties as needed
• Editing and proofreading sensitive documents on a timely basis;
• Maintaining all finance records; creating or maintaining recordkeeping and data management systems
• Overseeing and working with a domestic staff to ensure all responsibilities are carried out
• Running personal errands and completing personal shopping and gifting on behalf of the principals
• Handling special requests, projects, and related duties as needed
• Additional Executive Personal Assistant responsibilities as needed and requested
 
 
Requirements:

• Strong command of English language; outstanding writing and verbal skills
• Bachelor’s degree from a 4-year College or University; finance background A PLUS
• Excellent references required from both current and previous employers
• Minimum 3 – 10+ years related experience supporting a chairman or CEO; Family Office background A 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 iPhone, Blackberry or other smartphone; flexibility in scheduling with willingness to work long hours as needed
• Expert in both Mac and PC Systems and programs Microsoft Office Suite REQUIRED; strong command and use of Excel, Quicken and Quickbooks a necessity
• 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 and proactive and able to work independently as well as collaboratively in both a domestic and executive setting; adept in working very closely on a team of two; constant interaction with principal’s Executive Assistant
• Valid Driver’s License; confident driver with zero points on license
• Legally able to work within the United States
 
 
Keywords:
 
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