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Executive Personal Assistant

JOB ID: EB-9554239653

Send your resume to info@insearchsf.com with the job ID

Responsabilities:

(1) Lead on executive communications, calendar management and prioritization of time

●  Manage all executive scheduling and calendar (including professional commitments and personal appointments), travel (commercial and private/personal) and expenses

●  Help to maintain time management in accordance with Client’s priorities

●  Communicate to all stakeholders and personnel as required around the calendar

●  Help screen and prioritize all inbound communications (including emails and calls); draft responses as needed and project manage all correspondence including follow-ups

●  Demonstrate high-quality, transparent, and proactive communication internally and externally

 

(2) Assist with meeting preparation and coordination of follow ups

●  Oversee meeting goals, ensure agendas are set and communicated directly with team, tracking key action items until resolved

●  Prepare documents and other materials for all meetings and appointments, attending and transcribing meetings and calls as needed.

●  Assist with meeting follow ups

●  Compile and draft weekly reports and weekend binder for historical documentation as well as prospective planning

 

(3) Support on relationship management across stakeholders

●  Nurture professional and personal relationships as appropriate, including gifting, invitations and various written communications

●  Build and maintain relationships with counterparties of Client’s friends and professional contacts

●  Support and maintain a CRM or database with contact details and history

 

(4) Assist in implementing reporting and other formal processes for Client’s businesses

●  Establish and regularly maintain all databases and systems daily and/or weekly as needed

●  Work closely in partnership with Client’s accounting team to support invoicing and payment of vendors, including coordinating expenses and travel of Client and Client’s team

 

(5) Provide operational support for fashion business

●  Supervise all travel preparation and on-road management, including everything from packing, styling, scheduling ground transportation and security to organizing meals, maintaining fitness goals, running errands and managing a prompt schedule

●  Work with clients and stylist on fashion and styling needs

●  Coordinate with stylists and fashion houses for planning, preparation, and styling needs,

including managing the digital closet

●  Organize logistics for various team off-sites and events

●  Oversee contractors and freelancers as needed

 

(6) Provide support for personal endeavours

●  Organize and manage all personal matters, including but not limited to coordinating deliveries and pickups, errands, maintaining a supply of regularly used items, and supporting health and fitness goals

●  Coordinate and support the house manager as needed

 

WHO YOU ARE:

●  3+ years of extensive executive senior leadership and administrative experience

●  Exceptionally detail-oriented with excellent time management skills

●  Strong organization skills with the ability to multitask projects through from start to finish

●  Demonstrated ability to learn fast and solve unique challenges

●  Resilient and able to adapt to changing needs, priorities and responsibilities

●  Strong writing skills: concise, articulate and polished

●  Excellent interpersonal and networking skills

●  Exceptional emotional intelligence

●  Maintain a high degree of discretion in all aspects of work and display courtesy and professionalism in all interactions and with all contacts, managing difficult and/or sensitive situations effectively and appropriately

●  Experience with high-volume travel and calendaring

●  Expert coordinator of private and commercial travel, both domestic and international

●  Adheres to complete confidentiality on all business and employee matters

●  Manages confidential and sensitive information with tact and discretion

●  Minimum of 3-year commitment expected, opportunity for growth with strong performance

●  Knowledge of and interest or experience in fashion, beauty, fitness and/or entertainment, a strong plus