Executive Personal Assistant - TA Resources LLC : Job Details

Job Description Executive & Personal Assistant

At TA Resourcesweve reimagined traditional staffing and HR outsourcing with Small Businesses in mind. Focusing on what makes our clients unique we match them with the talent they need to continue to grow. We are currently searching for an Executive & Personal Assistant for our client located in Libertyville IL. Our client aspires to be focusoriented customer driven positioned as the top tier midmarket fragrance solution. We consider ourselves to be a truly unique company whose employees will continue to complement existing personnel and represent the goals and values of the organization.

Job Description: This is a dynamic and demanding role providing comprehensive executive support to a highly active CEO of a thriving organization. The ideal candidate will be a proactive highly organized and resourceful individual with exceptional problemsolving skills and the ability to anticipate needs. This role requires a high degree of discretion confidentiality and the ability to manage complex schedules and priorities in a fastpaced environment. The CEO travels domestically 12 times per week requiring meticulous travel arrangements and seamless communication. This position necessitates a degree of personal support acknowledging the CEOs role as a working parent.

Job Responsibilities:

• Provides highlevel administrative support and assistance to the CEO such as writing and editing emails drafting correspondence and preparing communications on the CEOs behalf.

• Complex Calendar Management: Manage the CEOs extremely dynamic calendar scheduling meetings appointments and travel arrangements with meticulous attention to detail considering time zones travel logistics and personal commitments. Proactively anticipate scheduling conflicts and propose solutions.

• Domestic Travel Coordination: Arrange all aspects of domestic travel including booking flights hotels ground transportation managing itineraries and preparing travel documents. Monitor travel plans for changes and proactively communicate updates.

• Meeting Preparation and FollowUp: Prepare meeting materials presentations and agendas. Attend meetings as needed to take minutes and track action items. Follow up on outstanding tasks and ensure timely completion.

• Communication Management: Screen and manage incoming calls emails and correspondence. Draft and edit correspondence reports and presentations. Act as a liaison between the CEO and internal and external stakeholders.

Personal Support:

• Manage personal appointments errands and tasks as needed understanding the demands of the CEOs role as a working parent. This may include scheduling appointments for her son coordinating with school or extracurricular activities running personal errands making dinner reservations etc.

• Handle personal correspondence and communications as directed.

• Provide discreet and professional support for personal matters as requested.

This will be handled with utmost discretion and sensitivity.

• Project Management: Manage special projects as assigned by the CEO ensuring timely completion and adherence to deadlines.

• Expense Reports and Budget Management: Prepare and reconcile expense reports. Assist with budget tracking and management.

• Information Management: Organize and maintain electronic and paper files ensuring easy access to information.

• Gatekeeping: Act as a gatekeeper to the CEO managing access and ensuring efficient use of her time.

• Problem Solving: Proactively identify and resolve potential issues and challenges.

• Maintaining Confidentiality: Handle sensitive information with the highest degree of confidentiality and discretion.

• Performs additional duties as assigned by the CEO

• Provide support to other executives if requested by the CEO.

*Please note this job description is not designed to cover or contain a comprehensive list of duties or responsibilities required of the employee for this job. Duties and responsibilities for this job may change at any time without notice.

Requirements Education and Experience:

• High school diploma or GED required.

• A minimum of 23 years prior administrative experience required.

• Skills:

• Proven experience as an Executive Assistant supporting Clevel executives preferably in a fastpaced and demanding environment.

• Experience as a Personal Assistant to a highnetworth individual or senior executive is highly preferred.

• Exceptional organizational skills and meticulous attention to detail.

• Excellent communication and interpersonal skills both written and verbal.

• Strong problemsolving and decisionmaking abilities.

• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).

• Experience with travel booking and management tools.

• Ability to work independently and manage multiple priorities simultaneously.

• High level of discretion confidentiality and professionalism.

• Ability to anticipate needs and proactively take action.

• Flexibility to adapt to changing priorities and schedules.

• Experience supporting a working parent is a plus.

• Personal Attributes:

• Proactive and resourceful

• Highly organized and detailoriented

• Excellent communicator and interpersonal skills

• Discreet and trustworthy

• Adaptable and flexible

• Calm under pressure

• Positive attitude and strong work ethic

• Discretion empathy and a high level of emotional intelligence.

• Technology/Software:

• Proficient in MS Office MS Excel and MS PowerPoint in particular.

Compensation:

• 60k80k annually