At Shine, an independent PR agency with offices in Paris and New York, we're dedicated to providing tailored public relations services for companies that are making a tangible societal and cultural impact.
Collaborating with a diverse team of award-winning writers, forward-thinkers, and cultural influencers, we specialize in elevating the narratives of businesses within the creative, retail, lifestyle, and travel industries.
At the heart of Shine, we are driven by insights. We leverage data, analytics, and competitor benchmarking to ensure that your PR objectives are closely aligned with your business goals, whether they're in the realm of B2B or B2C. With a compelling and cutting-edge product offering ready to take to market, you’ll play a pivotal role in driving the business forward as it enters its next phase of growth.
About the role
As a Personal Assistant, you will provide comprehensive administrative and organizational support to an individual or executive, ensuring their professional and personal life runs smoothly and efficiently. This role offers an exciting opportunity for individuals with strong organizational and communication skills to make a meaningful impact in managing schedules, tasks, and priorities.
Key Responsibilities
* Calendar Management: Coordinate and manage the executive's calendar, scheduling appointments, meetings, and travel arrangements, and proactively reminding them of upcoming commitments and deadlines.

* Communication Liaison: Serve as the primary point of contact for the executive, screening and managing incoming calls, emails, and correspondence, responding on their behalf when appropriate, and prioritizing urgent matters for their attention.

* Task Coordination: Assist in managing and prioritizing tasks and projects for the executive, including drafting correspondence, preparing documents, and conducting research, ensuring deadlines are met and objectives are achieved.

* Travel Coordination: Arrange travel itineraries and accommodations for business trips, conferences, and personal vacations, coordinating logistics, transportation, and reservations, and handling travel-related expenses and reimbursements.

* Meeting Support: Prepare agendas, materials, and presentations for meetings, take meeting minutes, and follow up on action items, ensuring effective communication and coordination among stakeholders.

* Administrative Support: Provide general administrative support, including filing, photocopying, scanning, and faxing documents, organizing files and records, and maintaining office supplies and equipment.

* Confidentiality: Handle confidential and sensitive information with discretion and confidentiality, maintaining privacy and security protocols to safeguard personal and professional interests.

* Event Coordination: Assist in planning and coordinating special events, such as corporate gatherings, charity fundraisers, and personal celebrations, managing logistics, invitations, RSVPs, and vendor coordination as needed.

About you
* Bachelor's degree in Business Administration, Communications, or related field preferred.
* Proven experience as a personal assistant, executive assistant, or administrative assistant, with excellent organizational and communication skills.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
* Strong multitasking abilities, with the ability to manage multiple priorities and deadlines effectively in a fast-paced environment.
* Discretion and confidentiality, with the ability to handle sensitive information and maintain professionalism in all interactions.
* Resourcefulness and problem-solving skills, with a proactive approach to addressing issues and finding solutions.
* Flexibility and adaptability to changing priorities and last-minute requests.
* Excellent interpersonal skills, with a professional demeanor and the ability to interact effectively with individuals at all levels.
What we offer
We offer a competitive remuneration package, including a 401k plan and comprehensive insurance coverage (health, dental, and vision). Enjoy the flexibility of working hours tailored to your needs and benefit from additional vacation time. As part of our commitment to employee well-being, we provide complimentary yoga and meditation classes to help you maintain a healthy work-life balance.
How to Apply
At Shine, we are dedicated to fostering a safe and inclusive environment where every individual can flourish. We achieve this by valuing talent, championing diversity, and promoting inclusion. We welcome applications from talented individuals of all backgrounds, abilities, and identities, regardless of how they identify.
If you believe you're a good match for this role, click the apply button above to submit your application. We look forward to hearing from you!