We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to one of our esteemed partners. The successful candidate will play a crucial role in managing the partner's extensive calendar, ensuring seamless coordination of meetings, appointments, and commitments. This individual must possess exceptional organizational skills, the ability to anticipate needs, and a talent for proactive problem-solving.

General Responsibilities

• Manage and maintain the partner's complex calendar, scheduling meetings, appointments, and travel arrangements with precision and attention to detail.
• Anticipate the partner's needs and proactively prepare materials, briefs, and agendas for meetings and appointments.
• Act as a gatekeeper and liaison, screening calls, emails, and requests, and prioritizing correspondence accordingly.
• Provide high-level administrative support, including drafting correspondence, preparing presentations, and handling confidential information with discretion.
• Ensure the partner is adequately briefed and prepared for all engagements, providing necessary information and reminders as needed.
• Facilitate effective communication and collaboration within the team and with external stakeholders.
• Handle ad-hoc tasks and projects as assigned, demonstrating flexibility and a willingness to adapt to changing priorities.
• Catalog memberships, insurance information, and vendor contact lists
• Keep and organize bills, emails, notes, spreadsheets, and all documentation trails
• Coordinate personal appointments associated with health and wellness
• Oversee social calendar to include restaurant reservations, theater and performance tickets, and other functions
• Manage and organize tickets to various events
• Organize and manage domestic/international travel arrangements
• Schedule and attend car maintenance appointments and other vehicle necessities
• Maintain passwords and other login information
• Coordinate and schedule medical appointments and obtain prescriptions and refills
• Oversee planning on all dinners, parties, and events to include invitations, correspondence, form and vendor management, budgets etc.
• Pet care and feeding in office
• Other duties and responsibilities as assigned

Qualifications

• Minimum 5 years prior executive or personal assistant experience
• Superior communication skills, both verbal and written
• High level of organization while managing multiple tasks (with the ability to be very focused amidst these many tasks)
• Ability to maintain an ongoing list of tasks and projects on an easily shared and current activity list
• Detail-oriented
• Able to adapt quickly and anticipate needs
• High level of discretion and integrity
• Collaborative mindset is a must