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Executive and Personal Assistant
Seeking a highly organized and proactive Executive & Personal Assistant to directly support the President of the firm. This role is ideal for a detail-oriented professional who thrives in a fast-paced environment and can manage both business and personal responsibilities with discretion, efficiency, and professionalism. The Executive & Personal Assistant will play a critical role in ensuring the President’s schedule, communications, and priorities are executed smoothly. This position requires exceptional organization, strong judgment, and the ability to anticipate needs before they arise. This is a trusted position that supports leadership in maintaining operational efficiency while allowing the President to remain focused on strategic initiatives and firm growth.
Key Responsibilities
Executive Support
- Manage and maintain the President’s calendar, including meetings, deadlines, and scheduling coordination.
- Coordinate internal and external meetings with staff, clients, vendors, and partners.
- Prepare meeting materials, agendas, and follow-up notes when needed.
- Draft, review, and send professional emails and communications on behalf of the President when appropriate.
- Track priority tasks, projects, and deadlines to ensure follow-through.
Operational Coordination
- Assist with coordinating internal initiatives, projects, and operational tasks across departments.
- Follow up with team members to ensure leadership directives and assignments are completed.
- Assist with organizing internal meetings, presentations, and firm initiatives.
- Help maintain organization of digital files, documents, and internal communications.
Administrative & Organizational Support
- Maintain organized records, documents, and executive files.
- Coordinate travel arrangements, reservations, and logistics when needed.
- Manage scheduling conflicts and adjust priorities based on the President’s workload.
Personal Assistant Responsibilities
- Assist with personal scheduling and appointments.
- Coordinate personal errands, reservations, and logistics as needed.
- Manage occasional personal administrative tasks to support overall efficiency.
- Assist with organization of personal commitments alongside business responsibilities.
Communication & Coordination
- Serve as a professional liaison between the President and internal team members.
- Help manage inbound requests and ensure urgent matters are prioritized appropriately.
- Maintain discretion when handling confidential information and sensitive matters.
Qualifications
- 3+ years of experience supporting an executive, business owner, or senior leadership team
- Exceptional organizational and time-management skills
- Strong written and verbal communication skills
- High level of discretion and ability to handle confidential information
- Ability to multitask and manage competing priorities
- Strong problem-solving skills and proactive mindset
- Comfortable working in a fast-paced professional environment
The ideal candidate is:
- Extremely organized
- Proactive and resourceful
- Detail-oriented
- Professional and polished
- Calm under pressure
- Able to anticipate needs before they arise
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