Executive Personal Assistant

The Executive Personal Assistant (EPA) will be primarily and unfailingly focused on ensuring the Clients’ satisfaction and comfort.

The ideal EPA supports and facilitates the Clients’ day-to-day lives, home, travel, and personal and professional matters. Ideally, the EPA acts as a hybrid liaison, planner, and gatekeeper; anticipating

and organizing the engagements and activities of the clients, filtering communication, and prioritizing tasks to ensure the clients can focus on other important matters, as well as streamlining processes to minimize distractions. This is a highly dynamic role, requiring the ability to think and operate independently and at a high level, to be self-sufficient and adaptable to challenges and opportunities, to be able to grow and evolve to the roles and requirements of the position as it changes.

Essential Functions

1. Schedules, arranges, develops, and manages the Clients’ calendar(s), including setting and coordinating appointments, meetings, and travel.

2. Coordinates and manages communication between the Clients and staff, the EDFM, as well as outside persons and entities, including screening and prioritizing emails, calls, and visitors.

3. Professionally represents Sunrise and the Clients to staff, guests, invitees, as well as outside persons, companies, and agencies; identifies programs, policies, and activities affecting Sunrise; negotiates and resolves significant issues.

4. Travels inter-island as well as abroad with varying frequency in advance to locations

where the Clients are to be traveling in order to inspect and evaluate the locations and conditions as well as meet and liaise with hotel (or other accommodation) and staff to ensure communication of and adherence to required conditions, service

levels, clients’ dietary requirements and needs, environmental management, and

other needs of the Clients.

5. Assists or supplements the EDFM in obtaining proposals for services; evaluates

proposals and effectively negotiates contracts and ensures compliance by service

providers.

6. Builds and maintains a database of vendors and providers for Sunrise-required

services.

7. Carefully and effectively sets up and manages Sunrise files, documents, mail, and

workspaces (including offices).

8. Organizes Sunrise and Clients’ communications and plans events.9. Provides administrative support, such as typing, dictation, and spreadsheet creation

and sets up meetings, attends them, and takes notes.

10. Researches people, events, and companies with which the clients will be interacting.

11. Has the ability to exercise discretion, maintain the strictest confidentiality, and

exercise the highest professionalism, respecting the privacy of the Clients and their

guests.

12. Troubleshoots and fixes issues with phones, tablets, computers, printer/copiers, wi-

fi and fiber optic internet, and other devices and systems.

13. Drives Clients to and retrieves them from appointments, the airport, as well as other

locations.

14. Books Client business travel and vacations and makes and confirms restaurant

reservations.

15. Assists with shopping (online and in-person, including detailed research of shopping

options) and errands, buys gifts, and sends holiday cards.

16. Assists and supplements the EDFM in hiring and supervising household staff.

17. Ensures the routine maintenance of homes and vehicles.

18. Checks on and maintains inventory for the home(s) and office workspaces through

coordination with EDFM and staff.

19. Performs any other requests from the EDFM and/or the Clients.

20. Can assist Clients with moving and related tasks as needed.

Qualifications

1. Possesses a college degree or other related certifications and a minimum of five years

of related work experience.

2. Able to think and operate independently and resourcefully within Sunrise guidelines.

3. Conducts effective negotiations and professionally represents Sunrise and the

Clients in a variety of different situations and venues.

4. Possesses exemplary written and verbal communication skills with an emphasis on

error-free written skills.

5. 6. 7. Effectively uses and operates QuickBooks, Microsoft productivity suite programs as well as Apple products (Excel and Word most often), Proton/Signal communication software, as well as other standard and typical office software systems.

Possesses excellent organizational, leadership, and interpersonal skills.

Possesses a valid drivers’ license, clean driving record, and excellent and safe driving

habits.

8. 9. Is or can become a notary public.

Organizes and prioritizes a variety of projects and multiple tasks in an effective and

timely manner; organizes own work, sets priorities, and meets critical time deadlines while showing the ability to handle interruptions and unexpected changes to

schedules.

Physical and Mental Qualifications

1. Has the ability to work with a consistent and daily positive, can-do attitude and avoid

negative behavior, attitude, and body language. Works in a positive and team-

oriented manner with staff.

2. Possesses sufficient mobility to easily work in a standard office setting and use

standard office equipment, including a computer, and operate a motor vehicle and

transition between sedentary and non-sedentary work.

3. Possesses adequate vision to read printed materials and computer screens; hearing

and speech to communicate effectively in person and over the telephone; as well as

an adequate sense of smell.

4. Capable of frequent walking between and around various areas and on various

terrains.

5. Possesses finger dexterity to access, enter, and retrieve data using a keyboard,

phone, tablet and/or calculator and to operate standard office equipment.

6. Has the ability to frequently bend, stoop, kneel, reach, push, and pull, as well as

open and close items and the ability to effectively and repeatedly push and pull

materials and objects (luggage, packages, etc.) weighing up to 50 pounds, and to lift,

twist with, and carry objects of around 40 pounds.

7. Has the ability to travel in advance to locations where the Clients are to be traveling,

sometimes with short notice and/or with short turnaround (return) timelines, over

long distances.

8. Can and will assist in the location and training of a replacement in the event of EPA

Typing - a minimum of 80wpm

Cognitive test required

* Drug test required and background check

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person