Overview
We are seeking a highly organized and proactive Executive Personal Assistant to provide help for our CEO. The successful candidate will be responsible for managing a wide range of tasks, from administrative duties to personal errands (if local) and executive support. The ideal candidate must be detail-oriented, adaptable, and capable of handling sensitive information with the utmost confidentiality and professionalism. Patience working with ADD is a must.
**Responsibilities:**
Occasionally run local errands
Assist with family-related matters
Arrange personal appointments
Prepare meeting agendas, take minutes, and follow up on action items as needed.
Assist in the preparation of presentations, reports, and correspondence.
Research various topics and provide summaries or recommendations.
Handle confidential information with the utmost discretion and professionalism.
Bonus: Identify opportunities for process improvement and implement solutions to streamline workflows
Assist with personal bills – verify bills, organize, ensure all gets approved
Ensure Exec is on time for all personal and business appointments in his schedule
Create daily recap for the day – done/not done/ pending
Ensure documentation and next steps from the meeting are written and completed (from AI notetaker)
Assist with drafting contracts and documents that need the exec’s attention
Organize email inbox and regular mailbox TOP TASK
Handle complex calendar management and scheduling conflicts – communicate to external sources when upcoming changes need to be made
Manage executive’s schedule for networking events or conferences.
Make calls for the executive and wait on hold until the representative shows up so you can save him time from waiting on the line
Clean and organize physical desk/ papers (if local)
Anticipate the needs of the executive and proactively address them to enhance productivity.
Keep detailed records and documentation of all activities, meetings, and communications.
Manage executive’s professional networks and contacts – keep a log and calendar to remind him to follow up with contacts; use CRM software
Arrange and manage philanthropic initiatives or donations.
Assist with investment portfolio management – keep organized and set reminders to follow up periodically for investment updates
Manage business subscriptions and memberships – review quarterly
Help execute gift-giving for clients and family
Keep ‘health box’ stocked (teas, snacks, etc)
About
We help small and medium sized businesses save money on shipping costs
Qualifications
Qualifications: 1. Previous experience as an executive assistant or in a similar role preferred. 2. Excellent organizational and time management skills. 3. Strong communication and interpersonal abilities. 4. Proficiency in Microsoft Office Suite and CRM software. 5. Ability to maintain confidentiality and professionalism at all times. 6. Attention to detail and problem-solving skills. 7. Flexibility and adaptability in a fast-paced environment. If you are a proactive individual with a passion for supporting executives and ensuring their success, we encourage you to apply for this exciting opportunity.
