The Personal Assistant role provides personal support to a cohort of senior leaders across the firm. This role will be part of our Family Support benefits team designed to reduce the “friction” in our senior leaders lives by providing personal support to compliment the professional support currently provided by leaders’ admins/EAs. This person will be working in partnership with a team of Personal Assistants and Administrative Assistants to provide comprehensive support to our senior executives.
Primary Responsibilities
Support several senior executives with their respective personal requests.
Work in close partnership with executives’ Admins to provide end to end support (e.g., professional to personal)
Work closely and effectively with team to complete critical aspects of deliverables with a hands-on approach, including keeping them well informed of upcoming commitments and responsibilities, and following up appropriately.
Provide high touch support and multitask given coverage of multiple senior executives simultaneously
Provide personal calendar management and support of personal administrative tasks for executives and their immediate family members
Schedule and confirm personal appointments and other service providers (e.g., doctor appointment, electrician, plumber)
Process benefit claim reimbursements and follow-up to completion, providing real-time updates as needed
Interact with childcare provider (e.g., nanny) to deliver instructions or coordinate activities
Provide day to day support including online shopping, coordination of deliveries, research and arrange service providers, and make restaurant and travel related reservations
Complete applications for immediate family member activities (e.g., camp, school)
Proactively manage needs related to upcoming personal milestones/events (e.g. holidays, birthdays, anniversaries)
Prioritize conflicting needs; handle all matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
Arrange complex personal travel plans (commercial/private) and compose detailed itineraries
Assist with in-scope ad hoc projects, as requested
Assist with building and shaping the future program and identify opportunities to scale offerings
Qualifications & Experience
Bachelor’s Degree and five or more years of experience as a personal assistant is a must
Strong initiative and ownership of responsibilities – must demonstrate a proactive, positive approach towards given tasks
Superior level of client-service orientation
Exceptional attention to detail
Team player attitude with the ability to flex based on needs of the team and firm
Exemplary interpersonal skills necessary to handle sensitive and confidential situations. Demonstrating poise, tact and diplomacy
Exercise the highest-level of confidentiality, discretion, integrity and trustworthiness at all times
Superb written and verbal communication skills
Extremely organized and detail-oriented with strong commitment to accuracy
Team-oriented and collaborative attitude is a must
Extensive knowledge of Microsoft Outlook and proficient in Excel, Word, and PowerPoint