personal executive assistant

Valley Forge Fabrics

<div>Fort Lauderdale In-Office Position (not a hybrid role)

Excellent benefits and working environment 


Summary:

The Personal Executive Assistant is responsible for accurately providing professional and personal assistance, administrative, office and clerical support in a timely manner to the assigned Executive of Valley Forge Fabrics. Develops procedures, reports and presentations as requested and /or as needed to report on and maintain communication. Successful candidate must demonstrate independence, self-motivation and competence with decision-making on behalf of the company and the executive as needed. Primary working hours are 8:30AM-5:30PM Monday &ndash; Friday however the successful candidate must be able to work flexible hours at times to meet the needs of the executive schedule. This is a highly confidential role and personal discretion as well as a professional demeanor is required.
Duties: 
<div></div>

Calendaring &amp; Meeting Management
<ul>
<li>Position requires heavy use of phone; making and updating appointments, verifying and relaying information for appointments, personal scheduling and more.
</li><li>Assist with booking appointments and managing calendar for Executive and assist others with coordinating availability and meeting set up. Makes determination as to moving appointments and prioritizing in the best interest of the Executive.
</li><li>Review and confirm on a daily basis the following day&rsquo;s appointments and ensure Executive has materials available for the next day&rsquo;s meetings or events.</li>
<li>Coordinate teleconferences and offsite meetings (individual schedules and meeting rooms/facilities) as needed.</li>
<li>Greets Executive guests as needed.
</li><li>Manages and makes decisions on details of Executives events such as MS TEAMS meetings, appointments and availability. Ensures that all details are properly available to Executive in calendar or in print as requested.</li>
</ul>
Personal Assistance
<ul>
<li>Place orders for catering and entertainment as requested including understanding of dietary restrictions and preferences.</li>
<li>Assists with booking personal appointments for health care services, personal appointments, philanthropy and other events as directed.</li>
<li>Assists with completing and securely filing requested personal documents, assisting with completing insurance filings, medical claims and other requested document completions.
</li><li>Assists with personal ordering, returns, follow up and invoice payments.</li>
<li>Maintains confidential information on behalf of Executive and their family members in order to arrange personal appointments, assist with personal events and requests for executive and / or family members. A major aspect of this role is assisting executives with coordination of personal life events and maintaining schedules.</li>
<li>Proactively assists Executive with maintaining valid passports, licenses, vehicle registrations, membership renewals, etc.
</li><li>Assists with researching and booking of restaurants and other details related to personal and business travel.
</li></ul><ul><li>May assist with preparing and submitting expense reports for processing.</li>
<li>Occasionally travels nearby to Executive's residence for dropping off requested items.</li>
<li>Assist family with itineraries, schedule details and personal projects, maintaining close communication.</li></ul> 
<div>
</div>Reporting
<ul>
<li>Prepare materials utilizing an array of tools including Excel, Word,
</li><li>Develop routine and specialized management reports as requested.</li>
<li>Prepares daily report on accomplishments and upcoming priorities.</li> 
</ul>
<div></div>Project Management
<ul>
<li>Coordinate special projects as they arise and develop.</li>
<li>Research and follow-up on special requests for information as needed.
</li><li>Partners with other team members to complete tasks at time using independence and discretion.</li> 
</ul>
<div></div>Phone Calls and email management
<ul>
<li>Handle all types of phone calls for Executive. At times this may require contacting insurance carriers / healthcare contacts follow-up and others.
</li><li>Redirect phone calls as appropriate
</li><li>Email inbox management.</li></ul> 
<div></div>

Filing
<ul>
<li>Learn and maintain filing system for the Executive.</li>
<li>Maintain and update contacts list for personal contacts, vendor / household maintenance, etc.
</li><li>Maintain files (paper and electronic) in compliance with recordkeeping policies and procedures</li></ul> 
<div></div>

Mail Processing
<ul>
<li>Collect and route postal and interoffice mail</li>
<li>Prepare and package items for shipment for Executive as requested. Organize gift wrapping and other personal requests by Executive and Chaiman.
</li></ul><ul><li>Other duties as assigned by company Management. Duties and priorities may change from time to time and this job description is not meant to be inclusive of all tasks and responsibilities but merely to be representative of the major activities of the position.</li> 
</ul>
<div></div>COMPETENCIES:
<ul><li>Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
</li><li>Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
</li><li>Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
</li><li>Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
</li><li>Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions;
</li><li>Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
</li><li>Delegation - Delegates work assignments as needed to accomplish important building tasks; Matches the responsibility to the person; Sets expectations and monitors delegated activities; Provides recognition for results.
</li><li>Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
</li><li>Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
</li><li>Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
</li><li>Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
</li>
</ul>Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

PHYSICAL DEMANDS AND WORK ENVIORNMENT:
<ul><li>Occasionally/Frequently/Continually required to stand</li>
<li>Occasionally/Frequently/Continually required to walk</li>
<li>Occasionally/Frequently/Continually required to sit</li>
<li>Occasionally/Frequently/Continually required to utilize hand and finger dexterity</li>
<li>Occasionally/Frequently/Continually required to climb, balance, bend, stoop, kneel or crawl</li>
<li>Occasionally/Frequently/Continually required to talk or hear</li>
<li>Occasionally/Frequently/Continually utilize visual acuity to operate equipment, read
 
technical information, and/or use a keyboard</li>
<li>Occasionally/Frequently/Continually required to lift/push/carry items less than 25</li> 
</ul>
<div></div>Requirements:
<ul>
<li>10+ years administrative and office assistant experience with at least 5+ supporting a senior executive and experience working with senior executive</li>
<li>Handle tasks with utmost confidentiality and professionalism.
</li><li>Competent at making independent decisions in the best interest of the executive and the company as it relates to reviewing &amp; selecting vendors for services and/or products for purchases in order to maintain responsibilities.
</li><li>Highly developed PC skills, including demonstrated proficiency with Microsoft Word, Excel, PowerPoint, Outlook and MS TEAMS.
</li><li>Strong organizational and administrative skills with the ability to anticipate, improvise, and adapt for optimal resolutions</li>
<li>Outstanding interpersonal skills, work effectively on a team, maintain composure in stressful situations, and work under deadline pressures.</li>
<li>Highly productive, able to work effectively on a variety of projects simultaneously</li>
Excellent verbal and written communication skills <li>- able to communicate directly, concisely and/or diplomatically as required, knowing how, when and what to communicate.</li>
<li>Experience interacting with senior management level executives.</li>
<li>Bachelor's degree preferred</li>
<li>Pro-active, results-oriented style delivering outstanding quality and timeliness, while working independently with little supervision
</li><li>Ability to develop and maintain strong partnerships within and outside the organization
</li><li>Resilience in a client-centered business model, where adaptability and communication skills are key</li>
<li>Highly organized, accurate and dependable</li>
<li>Other duties as assigned by manager.
</li><li>Spanish speaking a plus</li>
</ul>
EEO Statement:
<ul>
<li>All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.</li>
<li>Valley Forge Fabrics, Inc. is an EO employer &ndash; M/F/Veteran/Disability</li></ul></div>

Personal Executive Assistant

Tiposi

About TiposiTiposi is a Silicon Valley medical device startup developing AI-powered, microwave-based brain imaging technology &mdash; built to detect strokes and expand access to brain health screening worldwide. We combine RF innovation, custom ASICs, and machine learning to make imaging faster, safer, and more accessible than ever before.Position Summary: We are seeking a Personal/Executive Assistant to support the CEO in managing operational functions across the organization. This role requires fluency Mandarin as well as proficiency in English to facilitate communication with international stakeholders, vendors, and clinical partners. The successful candidate will manage executive operations, coordinate cross-functional projects, and serve as a key liaison for business development and vendor management activities.Responsibilities: <ul><li>Serve as primary point of contact and filter for internal teams and external stakeholders seeking CEO engagement</li><li>Manage executive calendar, communications, travel arrangements, and administrative operations</li><li>Anticipate CEO needs and proactively coordinate required resources and information</li><li>Maintain investor relations and coordinate investor communications and meetings</li><li>Coordinate vendor relationships and manage supplier communications with China-based partners</li><li>Oversee clinical relationship management and coordinate medical device partnership activities</li><li>Lead cross-functional project coordination across engineering, marketing, and business development teams</li><li>Prepare investor materials including presentations, business documents, and strategic communications</li><li>Execute operational initiatives as directed by CEO</li><li>Maintain organizational systems and ensure efficient workflow management</li><li>Provide personal administrative support including personal scheduling, errand coordination, and lifestyle management to allow CEO to remain focused on business priorities</li></ul>Requirements:<ul><li>Native or near-native fluency in Mandarin and proficiency in English (speaking, reading, writing)</li><li>Bachelor's degree from accredited four-year institution</li><li>2-5 years of professional experience in operations, project coordination, executive support, or related field</li><li>High emotional intelligence and situational awareness in a fast-paced founder-led environment</li><li>Exercises discretion in when to escalate vs. independently resolve</li><li>Strong stakeholder management and relationship coordination skills</li><li>Excellent organizational and communication skills</li><li>Strong independent judgment and ability to anticipate needs</li><li>Availability for six-day work week</li></ul>Compensation StructureThis role begins with a 3-6 month contract phase at $3,000-$6,000/month to establish mutual fit.Upon conversion to full-time employment, salary range is $60,000-$90,000 plus equity, based on experience. Full-time benefits include health insurance (medical, dental, vision) and performance bonuses.Pay: $65,000.00 - $90,000.00 per yearBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Employee discount</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Referral program</li><li>Retirement plan</li><li>Vision insurance</li></ul>Work Location: In person

Personal/Executive Assistant to the CEO (Bilingual Chinese/English)

Maitlo & Co. Chartered Accountants

Maitlo Consulting Company is looking for a competent and well-organized Personal Secretary / Executive Assistant to support senior management and ensure smooth office administration.Key Responsibilities:Manage daily office and administrative operationsHandle emails, correspondence, and document controlMaintain files, records, and meeting schedulesPrepare and manage Excel sheets, PDFs, and reportsCoordinate meetings and follow-upsProvide administrative support to the CEORequirements:Female candidate preferredMinimum 2 years of relevant experienceProficient in MS Excel, MS Office, and PDF handlingStrong organizational and communication skillsPreference for candidates residing near DHA Phase 2 / Phase 2 Extension, KarachiJob Type: Full-timePay: Rs40,000.00 - Rs60,000.00 per monthWork Location: In person

Personal Secretary / Executive Assistant (Female)

Propel Recruitment LLC

<div>
 
 Our trusted client is seeking a highly adaptable Personal Assistant to provide comprehensive executive support. This rewarding role involves frequent domestic and international travel, and requires someone who can operate comfortably within a structured organizational environment.
 
 
 
 
 
 
 About the role and your impact:
 
 
 <ul>
 <li>
 Support the Executive in a wide range of logistical and administrative needs, often involving complex and shifting travel plans.
 </li>
 <li>
 Collaborate and interface with various internal and external partners.
 </li>
 <li>
 Provide anticipatory, detail-oriented support both while traveling and during on-site engagements.
 </li>
 <li>
 Ensure smooth execution of plans by staying organized, proactive, and calm under pressure.
 </li>
 </ul>
 
 
 
 
 
 Who you are:
 
 
 <ul>
 <li>
 A poised, flexible professional with strong communication skills, exceptional discretion, and lightning-speed responsiveness.
 </li>
 <li>
 A team-oriented, humble individual who excels in behind-the-scenes execution and thrives in a structured, process-driven environment.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 Experience providing high-level personal/executive support.
 </li>
 <li>
 Comfortable with frequent, unpredictable travel up to 90% of the time.
 </li>
 <li>
 Enjoys working within a large organization, collaborating with various stakeholders, and adapting to evolving needs.
 </li>
 <li>
 This individual should be prepared for a dynamic schedule and remain professional, observant, and solutions-oriented at all times.
 </li>
 </ul>
</div>

Personal Assistant

Burke & Black

<div>
 
 
 Company Description:
 
 
 
 
 We are actively recruiting a dynamic, highly organized, and proactive Personal/ Executive Assistant to provide unparalleled support to a busy small business owner and their family in San Francisco. I am looking for a dedicated assistant to streamline both personal and professional aspects of my life.
 
 
 
 
 
 
 
 Key Responsibilities:
 
 
 
 
 1. Strategic: Conduct comprehensive online research for business and personal matters.
 
 
 
 
 2. Scheduling: Expertly coordinate and manage appointments and schedules for the owner and their children
 
 
 
 
 3. Organizational: Scan, file, and meticulously organize important documents and records, maintaining a seamless information flow.
 
 
 
 
 4. Lifestyle:&nbsp; Occasionally run essential errands, from grocery shopping to taking kids to sports practice ensuring a smooth and efficient daily life.
 
 
 
 
 5. Administrative: Provide vital administrative support for the business, including adept email management and data entry.
 
 
 
 
 6. Communication: Handle phone calls, messages, and correspondence on behalf of the owner, maintaining professionalism and discretion.
 
 
 
 
 
 
 
 Qualifications:
 
 
 
 
 &middot; Proven experience as a personal assistant, preferably in a family-focused environment.
 
 
 
 
 &middot; Strong organizational skills with an unwavering attention to detail.
 
 
 
 
 &middot; Exceptional time management and multitasking abilities.
 
 
 
 
 &middot; Outstanding communication skills, both written and verbal.
 
 
 
 
 &middot; Ability to maintain discretion and handle confidential information.
 
 
 
 
 &middot; Proficiency in various online productivity tools.
 
 
 
 
 &middot; Flexible and adaptable approach to work.
 
 
 
 
 
 
 
 Working Conditions:
 
 
 
 
 &middot; Work from our office in Civic Center, home in Alamo Square and occasionally remote.
 
 
 
 
 &middot; Direct support during regular business hours, typically from 10 am to 6 pm, Monday to Friday.
 
 
 
 
 &middot; Flexibility for occasional changes to hours with prior notice.
 
 
 
 
 
 
 
 Experience:
 
 
 
 
 &middot; Minimum of 1 year in a personal assistant role (Preferred)
 
 
 
 
 License/Certification:
 
 
 
 
 &middot; Driver's License (Required)
 
 
 
 
 
 
 
 Work
 
 
 
 
 &middot; In-person and remote support, fostering a collaborative and efficient work environment.
 
 
 
 
 
 
 
 Job Type: Part- time
 
 
 
 
 
 
 
 Pay: $35.00 per hour
 
 
 
 
 
 
 
 Experience:
 
 
 <ul>
 <li>
 
 Personal assistant: 1 year (Prefered)
 
 </li>
 </ul>
 
 
 
</div>

Executive Personal Assistant

Smart City Kids

About Smart City KidsThe mission of Smart City Kids (SCK) is to be a village for all things education related, whether working with families to define their priorities and identify the educational profile for their student or partnering with schools and other organizations in support of their mission-driven goals. Since its founding in 2001, SCK has successfully guided families with expertise and sensitivity through the complexities of applying to schools, from preschool through college. Additionally, SCK provides guidance for all areas of school operations including: admissions, school placement, organizational rebranding, marketing, strategic planning, communications, development, leadership transitions, and curricular initiatives. SCK also supports corporate clients by providing a broad range of education-related employee workshops and services. Alongside these services, SCK operates a tutoring company, Smart City Tutors (SCT), which provides both individual and school-based learning support for academic and test preparation needs.About the RoleAs SCK&rsquo;s Executive &amp; Personal Assistant, we look to you to take responsibility for a wide range of duties related to the seamless flow of the company operations and the management of the day-to-day business and personal needs of our CEO. This involves coordination with multiple people including clients, staff members, and external partners in order to manage the CEO&rsquo;s priorities and workflow and to support their personal needs. The work is fast-paced and requires adjusting quickly and flexibly to accommodate unanticipated changes. A calm demeanor and a high level of organization and adaptability are essential to the job.Communicating in an efficient and professional manner is also critical to the position, as you are often a primary point of contact for clients. In addition to managing the CEO&rsquo;s operational, scheduling, and personal needs, you will also ensure that they are prepared for all meetings and events by providing documentation in advance, creating reports, keeping track of client needs, and researching new projects, business areas, schools, or other client-related services.The ideal candidate will be highly motivated and efficient with an enthusiasm for learning and growth and an ability to manage a complex workflow effectively and calmly. Through working closely with SCK&rsquo;s Founder and CEO, the role offers a strong opportunity for learning and professional growth.Key Competencies<ul><li>Proactive, resourceful, and collaborative: You enjoy working with others but are also capable of acting with independence and self-direction. Whatever the challenge, you&rsquo;ve got this!</li><li>Detail oriented and highly organized: You&rsquo;ve never met a system you didn&rsquo;t want to improve and you get a rush of satisfaction once you&rsquo;ve got everything in its place.</li><li>Flexible, adaptable, and calm under pressure: You are known for being cool as a cucumber, even when others around you are stressed. Managing multiple tasks, unexpected changes, and competing priorities is a breeze!</li><li>Attuned and action-oriented: You have an uncanny ability to anticipate people&rsquo;s needs before they realize they have them. You love hearing the words, &ldquo;How did you know?!&rdquo;</li><li>Excellent interpersonal and communication skills: You form relationships quickly, listen carefully, and speak with clarity. You relish the challenge of building rapport with new people.</li><li>Curious, excited to learn, and open to feedback: You have a strong desire to learn and grow. When you&rsquo;re met with a new task or topic, you can&rsquo;t wait to dig in.</li><li>Professionalism, discretion, and good judgment: You&rsquo;re a pro. People feel at ease around you because they know you&rsquo;ve got it all handled and they can trust you.</li></ul>Duties &amp; ResponsibilitiesAdministrative <ul><li>Provide administrative support to the CEO and manage their executive and personal calendar</li><li>Screen and direct incoming calls, emails, and inquiries with a focus on organization and personalized customer service</li><li>Organize and prepare materials for meetings, including agendas, presentations, and follow-up actions</li><li>Organize and maintain client documentation, including meeting notes and client records</li><li>Track and manage deadlines, ensuring the CEO is prepared and that their daily tasks are efficiently prioritized</li><li>Coordinate aspects of the CEO&rsquo;s day-to-day personal needs, including managing appointments, travel, and a range of personal and family tasks</li><li>Support and manage the planning and execution of online and in-person company events</li><li>Coordinate domestic and international travel as needed</li><li>Handle confidential information with discretion and professionalism</li></ul>Communication <ul><li>Communicate with clients in a highly professional and individualized manner</li><li>Prepare and edit individual correspondence, corporate communications, presentations, and reports</li><li>Manage all areas of the CEO&rsquo;s daily communication needs, including client outreach as needed</li></ul>Technical Skills<ul><li>Coordinate video and audio conference calls</li><li>Create and maintain databases</li><li>Fluency in Outlook, Microsoft Office, Google Suites, as well as CRM, marketing, and project management systems</li><li>High level of comfort learning and administering new technology as the company incorporates additional tools and services</li></ul>Qualifications<ul><li>3+ years of Executive Assistant or Personal Assistant experience preferred</li><li>Knowledge of technology systems listed above</li><li>Associate degree or bachelor&rsquo;s degree preferred but not required and depending on experience</li></ul>Pay: $80,000.00 - $100,000.00 per yearBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Work Location: In person

Executive & Personal Assistant to the CEO

The Real Deal

This Position requires a presence in New YorkThe Real Deal is seeking a driven Personal Executive Assistant to support our Founder and Publisher. This role spans his business, academic, and personal responsibilities and serves as the central command ensuring priorities are organized, communication flows between different departments and to remind him to take an umbrella if it&rsquo;s going to rain later.What You'll Do:<ul><li>Manage and prioritize multiple calendars, ensuring all responsibilities scheduled appropriately.</li><li>Coordinate domestic and international travel, including detailed itineraries and transfer logistics.</li><li>Serve as the primary point of contact for internal and external communications, manage inbox, invites, and approvals.</li><li>Coordinate with accountants, advisors, and professional service providers on matters such as tax documentation and financial coordination.</li><li>Liaise with external parties and oversee administrative matters, including tracking incoming and outgoing packages and gifts.</li><li>Maintain oversight of contracts and critical documentation, ensuring timely review, organization, and approval processes.</li></ul>What You Bring:<ul><li>In office position, must live within one hour of the New York City area.</li><li>College degree and/or 3+ years of professional experience (extra points for military service).</li><li>Exceptional organizational ability and strong attention to detail.</li><li>Proficient written and verbal communication skills with the ability to interact professionally with a wide range of stakeholders.</li><li>High level of discretion when handling sensitive personal and business matters.</li><li>Strong digital proficiency and comfort managing modern productivity and communication tools.</li></ul>This role is ideal for someone who thrives in a fast-moving environment, enjoys solving problems, and wants a front-row seat inside the world of media. The right candidate will become a trusted extension of the publisher&rsquo;s office, representing him professionally while helping keep a complex and high-profile schedule running smoothly.Who We Are:The Real Deal is the largest real-estate news outlet in the US, reaching millions of professionals daily through our media channels. We have received 60+ awards for editorial excellence over the past six years, including the General Excellence award from the Society of Business Writers and Editors.The Real Deal is one of the 300-most visited web sites in the US. Quantcast rates us as having the wealthiest and among the most educated audiences of any site. As a publication, The Real Deal is to real-estate what Variety is to entertainment or what Politico is to Beltway politics &ndash; a plugged-in news outlet that is read by the entire industry.We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. We partner with our employees to support diversity and inclusion in the workplace and through higher education programs supporting rising journalists.Pay: $65,000.00 - $70,000.00 per yearBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Employee assistance program</li><li>Employee discount</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Parental leave</li><li>Referral program</li><li>Vision insurance</li></ul>Work Location: Hybrid remote in New York, NY 10001

Executive Assistant

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