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Position Description:
The firm seeks an energetic, organized and highly motivated individual to work closely with the Principal. The ideal candidate will have strong skills in communication, prioritization and multitasking. They will be responsible for growing and maintaining the Principals personal and professional network, coordinating with the office and household manager on calendar activities, and helping to manage the development of several not-for-profit organizations. This full-time position reporting directly to the principal and is at the center of a dynamic organization. They will work on a variety of important and often sensitive projects that require execution by a person with a high level of intelligence, energy to keep up in a fast-paced environment, the ability to multi-task, and flexibility to work on a wide variety of assignments.
Primary responsibilities shall include the following:
Provide support to ensure strategic objectives are achieved at a high level of efficiency
Provide operations support to help achieve the strategic goals of not-for-profit organizations and assist with network development
Assume responsibility for understanding and performing duties following the core values of the family and their business
Work collaboratively with team members to ensure the right resources are utilized and costs are controlled
Work directly with the Principal to manage calendars, monitor calls and emails, facilitate timely outgoing responses including dictated letters and schedule appointments in Google calendar
Responsible for creating an organized schedule and maintain calendar consistency
Book hotels, flights and transportation both domestically and internationally private and commercial
Manage and help book appointments in a timely manner for the Principal
Schedule and plan social engagements to maintain the principals professional networks; identify and manage personal conflicts with personal assistant(s)
Assist with special projects and special events for not-for-profit organizations
Provide administrative support at meetings and produce briefing papers, reports and presentations
Maintain and update contact lists regularly
Establish consistent reporting and communication with the familys household manager
Maintain and track expenses
Specific Qualifications:
Keen ability to communicate and collaborate efficiently with principals, business associates, family office, domestic staff, family and friends
Highly effective verbal and communication skills required
Excellent writing and editing skills
Ability to multi-task effectively in a variety of environments
Exercise high level of confidentiality, discretion and loyalty
Tenacious in meeting deadlines with a strong sense of timeliness and good self management discipline
A polished professional in both formal and informal settings
Enthusiastic, positive can-do attitude and a healthy sense of humor
Attentive to principal's preferences and style (intuitive to their needs)
A mature, confident team player who is quick on their feet, responds well to constructive criticism, and has an ability to execute decisively
Solve problems before they arise and see tasks through from beginning to end
Must be adaptable to change and calm under pressure
Ability to develop and maintain solid working relationships with co-workers, service providers, contractors and vendors
Most importantly, candidates must have strong ethical character, high intellectual curiosity and heightened attention to detail
Bachelors degree with 7-10 years relevant work experience preferred
Technology skills and highly proficient in all google applications (calendar, inbox and contacts), iphones, iphone apps and Microsoft Office software (Word, Excel, Powerpoint)
