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Executive Assistant/Personal Assistant

Job Id: EB-2037575088

Send your resume to info@insearchsf.com witht he job ID.

ATTRACTIVE FACTORS

  • Positive, down to earth team, culture, and office environment
  • Gorgeous offices, great art & views
  • Connected EA team
  • Opportunity to learn – team will support any extra training the person wants to explore
  • People there are nice, fun, smart and happy to be there
  • Daily paid lunches & dinner as well if you are there after 6pm (rare)
  • Comprehensive benefits coverage
  • 4 days a week in office, WFH on Friday

KEY RESPONSIBILITIES

 

  • EA Responsibilities (~70% of role)
    • Calendar management – maintain and update multiple calendars.
    • Travel (business/personal) – often complex (private and commercial air)
    • Tracking emails, scheduling virtual and in-person business meetings, including ordering meals, arranging travel, preparing meeting rooms, invitations, etc.
    • Arrange, confirm, re-confirm, re-schedule and follow-up on all appointments.
    • Draft correspondence, formatting, inputting, editing, copying, and transmitting text and data
    • Establish and maintain files and records.
    • Generally, support the productivity of executive in whatever capacity is required
    • Assist principal in planning and coordinating special events: Choosing venues, setting dates, selecting menus, organizing guest lists, sending out invitations and working with caterers and outside vendors.
    • Manage business expenses and gather support as required.

 

  • PA Responsibilities (~30% of role)
    • Point Person for multiple homes (maintenance supervision and scheduling and includes assisting with management of household staff)
    • Coordinate home maintenance projects: assist architects, contractors, gardeners, landscapers, decorators, and maintain their punch lists and manage follow ups as required.
    • Maintain tracking system for licenses, passports, household maintenance contracts (i.e., landscapers/pool service/air conditioners etc.…)
    • Work closely with spouse’s PA to coordinate events, travel plans, appointments, etc.
    • Accounts payable/ bill pay (will report to and be trained by the bill pay manager)
      • Intake and organization of all invoices for homes/personal life
      • Obtain approvals from principal and enter data into accounting software to be reviewed for payment.
      • Download credit card statements for principal and related household staff.
        • Categorize expenses, obtain support for expenses as needed for review and approval and submission for payments.

 

TOP KEYS FOR CLIENT

  • Bachelor’s degree (minimum)
  • Previous job experience (financial firm experience a plus)
  • Long-term commitment desired
  • Desired skills:
    • Internet savvy and proficient in Microsoft Office: Outlook, Word, Excel, PowerPoint, Adobe Acrobat
    • Scheduling and international/domestic travel logistics
    • Excellent verbal/written communication skills
    • Flexible to work extended hours on occasion
  • Desired personal qualities:
    • Excellent time management
    • Attention to detail, good listener, and ability to take direction.
    • Proactive, forward-looking
    • Critical thinker
    • Discreet, with an ability to maintain privacy when dealing with sensitive and confidential information
    • Problem solver
    • Candidate must be able to handle multiple simultaneous requests and prioritize accordingly in a fast-paced environment.
    • Upbeat demeanor, adaptable attitude, composure under pressure, good sense of humor
    • Resourceful team player, with ability to act independently.
    • Must have COVID-19 vaccinations as per office policy.

 

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