In residence: Greenwich CT - 5 days a week- appx. 50-60 hours a week

Day-to-day responsibilities would include a combination of the following:
Responsibilities:
• Provide oversight, coordination and assistance to owner on various projects in a fast paced residential, business and family office environment.
• Manage various aspects of logistics of business and personal calendaring (multiple time zones) & event planning. Events consist of small personal residential events to moderate business events and large-scale business and/or philanthropic events.
• Manage annual birthday and holiday program logistics with focus on personal gifting and collaborate on large- scale philanthropic gifting.
• Provide specialized gift and project research support. Procure items such as residential supplies, office supply, seasonal purchases, event purchases, gift wrapping, mailings, distributions, creating custom gift certificates.
• Coordinate transportation arrangements, from personal to large event arrangements utilizing experience in personal ground, aviation and yacht reservations.
• Manage multiple expense accounts reporting through Concur, manage multiple corporate credit cards.
• Proactively ensure timely communication to residential team members and office teams.
• Provide oversight and coordination for the scheduling and hosting of zooms and various video meeting platform meetings.
• Liaise with technology support to schedule team rollouts, troubleshooting, compliance.
• Assist with virtual and paper file organization and archiving, inventory management, contact updating, mailing list removals, domestic and international shipping, online subscriptions, membership renewals, personal donation processing.
• Additional responsibilities and/or special projects as requested.

Values:

•  Truth- willing to strive for truth
• Integrity-open, honest, does not filter, spin, or manipulate communications
• Excellence-high standards and expectations, always striving to improve
• Discretion-respects privacy, understands and maintains confidentiality
• Teamwork-ability to creatively collaborate
• Logic-trusts in and relies on logic over emotions
• Courage-willing to take on difficult things, does not tolerate badness
• Ego-strives to work with low ego and is able to self-reflect

Abilities:

• Remain calm and composed in stressful, chaotic situations
• Comfortable working in ambiguity and handles last minute changes well
• Remains transparent but understand appropriate confidentiality and exercises good judgment
• Open to feedback, exploring mistakes and weaknesses in the interest of learning and self-improvement
• Quick learner, intellectually curious, engaged and proactive
•  Nurturing and caring with teams and external parties, enjoys a diverse work environment.

Skills:

• Solid administrative assistant experience, including the ability to multitask, self-prioritize and has exceptional organizational skills
• Ability to anticipate and be proactive on work needs ahead
• Systematic approach to problem solving
• Exercise ownership and works independently while staying in sync
•  Practical decision maker who asks good questions
• Common sense
• Identifies a goal and is able to quickly link tasks to that goal, does not get stuck
• Results oriented, focuses on the outcome
• Eye for design, aesthetics and creativity
• Exceptional communication skills (written, verbal and body)
• Excellent time management
   

Experience & Qualifications
Summary: We are looking for an administrative professional who understands discretion, multi-tasking, and providing the highest levels of stakeholder support at it’s core. In addition to the below qualifications, we are looking for a personal assistant who values working in a dynamic team environment, with humility and an open mind.

• Bachelor’s degree preferred
• At least 3 years of administrative experience supporting senior leadership, or executive level management
• Experience as a Personal Assistant in a household is highly preferred or PA work for a business of a personal nature
•  Experience in both Personal Assistant or Executive Assistant is preferred
• Seeking a professional with at least ten years of experience
• Proficient in Mac, MS Outlook & MS suite, Google docs, Adobe, Salesforce, Concur, Dropbox and cloud-based file systems