Description
We are assisting a client in their search for a career personal assistant. The scope of the Personal Assistant role is to serve as the sole support system for a busy individual by managing all activities related to their personal, professional, and philanthropic private life. The assistant will be working independently from a small, private office, and be exclusively responsible for a broad range of duties related to managing the principals' day-to-day personal life and professional/philanthropic commitments. Central to the assistant's duties is to provide impeccable administrative support and organization to ensure activities run seamlessly. The principals' professional/philanthropic interests are focused on human rights related causes; an ideal candidate with an appreciation for these issues would be considered a plus. The primary goal of the working partnership is to alleviate principal from an overwhelming amount of day-to-day "stuff."
Experience Requirements
Educational Requirements
Qualifications
-Valid Driver's License Required
-Must be able to complete I-9, with accompanying documentation
Responsibilities
• Fielding, prioritizing and responding to large volume of meeting and solicitation requests
• Draft correspondence (composition, proofreading, editing) and occasional reports
• Organize and maintain upkeep of office and home office space and files: paper and electronic filing structure, office equipment (computers, printers, fax) and supplies.
• Manage, liaise and organize board/philanthropic activities
• Coordinate and oversee domestic and international travel arrangements
• Coordinate and manage on-going projects and special assignments as needed
• Respond to incoming emails, calls, and faxes
• Collect, sort and prioritize invitations and relevant mail
• Prepare monthly bills and coordinate reconciliation of expenses with bookkeeper and accountant
• Troubleshoot IT technical difficulties for principal and office in a duel Mac/PC environment
• Manage small charitable contributions
• Arrange, plan and coordinate logistics for occasional events
• Maintain accuracy and integrity of database; create and sort lists
• Conduct Internet research.
• Purchasing and coordination of birthday, holiday and special occasion gifts
• Arrange household appointments and services for two homes
• Run personal errands as needed
• Provide occasional in-kind and fundraising solicitation for nonprofits and political activities
• Assist/staff and occasionally represent at events and meetings
Skills
• Excellent organizational ability
• Ability to anticipate needs and prioritize effectively
• Excellent detail orientation and multi-tasking ability
• Strong follow-through skills and ability to meet deadlines
• Strong written and verbal communication skills
• Strong editing skills and ability to compose a variety of correspondence
• Ability to communicate fully and regularly about status of projects/work
• Confidentiality and discretion at all times
• Ability to manage time and projects efficiently
• Professional demeanor at all times
• Excellent ability to communicate with high-level relationships
• Ability to be a self-starter and demonstrate proactive problem solving skills
• Ability to work independently and as a team when needed
• Knowledge of standard office procedures and practice
• Trustworthy, principled, and friendly
• Responsible, timely and reliable
• Excellent computer skills with experience with MS Outlook, Word, Excel, PowerPoint Dropbox, Paperless Post, Constant Contact, Mailchimp, Internet & Social Networking sites.