A Principal of a family office with offices in Parachute and New York City is looking for an Executive Assistant. The role is hybrid. The principal plans to spend a significant amount of time in Parachute during the summer and then on and off during the other months of the year, when the requirement to be in office will be a few days to a week every month or every other month. When he is not in town, the EA can work remotely.
About the Job:
Maintain calendar for a busy principal. Schedule, reschedule, and confirm meetings and appointments. Anticipate and resolve conflicts. Add travel schedules and send reminders for upcoming meetings.
Arrange car service as needed to match their schedule. Update travel time in their calendar.
Support principal with meeting setup, food service, and restaurant reservations as needed
Maintain a weekly call sheet, prioritizing phone messages, reminders, and updates daily.
Book travel and accommodations, and coordinate and arrange air travel and ground transportation (for business and personal travel).
Ensure travel documents are always up to date and coordinate necessary updates
Travel with principal as requested, with reasonable notice (NY, FL, Canada, etc.)
Track and remind principal of birthdays and other important dates and key information
Collect and appropriately distribute incoming mail
Maintain a list of travel dates, locations, and associated costs
Prepare expense reports for principals and other executives as required.
Provide ad hoc support, such as purchasing gifts, running errands, etc
About You:
Minimum of 7 years of experience supporting a C-level executive
BA/BS from a college or university a plus
Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
Discreet and mindful of confidentiality
Strong communication skills: written and verbal
Strategic thinker who is resourceful
Adaptable to change; have extra flexibility
A team player who thrives on being part of a team of like-minded individuals
Respectful and professional
Employer-paid medical, dental, vision premiums; 401 (k); paid time off; life insurance, and much more