Executive Assistant - The Wellington Agency : Job Details

The Personal Assistant handles the needs of a busy Executive in all aspects of their professional life, with the employer's needs being the primary focus. You will be adept at reacting and responding to requests and needs of the Executive and business with exceptional organizational and interpersonal skills and with the utmost confidentiality.

The Personal Assistant provides professional and efficient administrative support such as maintaining complex calendars, coordinating domestic and international travel and arrangements for special events, responding to mail, resourceful problem solving, working with other staff and outside vendor, preparation for special events, and other tasks as they arise.

This is a salaried position, with a regular schedule of Monday through Friday, 8:30am – 5:30pm. Some domestic travel (once per month) will be required.

Duties/ Responsibilities:

• Coordinate and maintain complex calendars, including tracking and/or scheduling appointments, business meetings, conference calls, travel, reservations, and events.
• Anticipate needs to assure they are fully prepared for business and personal meetings, events and travel.
• Manage all travel arrangements, including commercial and private air travel, lodging, ground transportation, dinner reservations.
• Monthly travel to out-of-state business events – approximately once per month or less
• Prepare accurate expense reports
• Manage signature approval process for Executive
• Create record-keeping system and maintain computer files.
• Manage all correspondence preparation, shipping and receiving, and communication needs.
• Verification of accuracy of invoices and timely payment of bills.
• Proactively assist in project and time management and prioritization of tasks.
• Provide Executive with technical assistance – spreadsheets, professional preparation of agendas, meeting notes, documentation and research and setting up network shared access.
• All other purchases and errands as the Executive may need from time to time
• Maintain vendor and supplier contracts, office equipment documents, etc. Arrange for purchase of necessary equipment, supplies, appliances, etc.
• Perform personal tasks as needed -run personal errands such as shop and make purchases of personal items for the Executive and gift purchases for a variety of people and purposes.
• To undertake other duties consistent with the basic objectives of the post.

Required Skills and Abilities:

• Discreet, dependable, trustworthy, and patient – the person for this position is aware of how to blend into the background, be friendly but not too familiar, maintain the privacy, confidentiality and discretion that the executive expects and deserves.
• Intelligent, professional and possess excellent and tactful communication and writing skills.
• Must have exceptional organizational, interpersonal, technical and communication skills to proactively support needs.
• Excellent attention to detail and ability to prioritize while multi-tasking.
• Extremely organized, resourceful and proactive.
• Takes prompt action to accomplish objectives.
• Takes action to achieve goals beyond what is required, be proactive.
• Dedicated to service and success of the Executive and Business.
• Communicate recommendations to take preventative steps and initiate further action.
• Manages time and resources to ensure that work is completed efficiently.
• Accomplish tasks by considering all areas involved, no matter how small.
• Accurately check processes and tasks.
• Be watchful over time, meet demanding deadlines, learn quickly and exhibit organization in work habits.
• Good common sense and judgement in decision making – anticipate needs of Executive, highly perceptive and considerate.
• Maintain stable performance under pressure or opposition, such as, time pressure or job ambiguity. Highly tolerant and patient.
• Responsibility and ability to complete tasks with minimal supervision.
• Self-starter, ability to work individually and as part of a team – “get it done attitude” and performance. Must be able to follow directions, be patient and persistent.
• Well-rounded knowledge of social, cultural, and business practices- familiar with social and business etiquette.
• Experience booking and managing first-class domestic and international travel.
• Willing to travel - minimal
• Adept in use of technology, proficient in use of Microsoft Office, Docusign, and Egnyte. Tech savvy – databases, e-mail and internet access and navigation
• Enthusiastic, confident, optimistic, open to learning new things.
• Flexible and demonstrating a good attitude and sense of humor.
• Valid and clean driver's license and clear criminal background check required at all times
• Notary license, or ability and willingness to obtain

Education and Experience:

• Bachelor's Degree required.
• Experience working with high-net-worth individuals and families as a Personal Assistant
• Five years minimum experience in similar PA/ EA Role

Verifiable references from last three position (including current) are required

Income verification from most recent role is required (W2 or paystub)

Compensation:

- Range: $80,000 - $100,000 + BOE

- Full health benefits

- generous PTO policy

- 401K plan w/ 4% match.