Executive Assistant

Description

• Manage complex and ever-changing schedules for the principal, including appointments, meetings, travel, and social events.
• Prepare and submit expense reports, manage invoices, and handle basic bookkeeping tasks. Assist with financial tasks, including expense tracking, bill payments, and liaising with financial advisors.
• Conduct research and compile data to support decision-making and strategic planning.
• Act as a point of contact for internal and external stakeholders, providing information and support as needed.
• Prepare meeting agendas, presentations, and reports, and coordinate logistics for meetings, including conference calls and video conferences.
• Maintain strict confidentiality regarding sensitive information.
• Plan and optimize routes, considering traffic conditions, road closures, and alternative paths to ensure punctuality and minimize delays.
• Safely and efficiently transport the principal(s), family members, and guests to various destinations, including appointments, meetings, events, social engagements, and airports.
• Screen and prioritize incoming communications (phone calls, emails, mail), draft correspondence, and manage communication channels on behalf of the principal.
• Organize and execute high-profile social events, private gatherings, and family functions, managing all logistics, vendors, and guest lists.
• Manage and maintain the executive's calendar, scheduling meetings, appointments, and travel arrangements, including flights, accommodations, and transportation.
• Coordinate with vendors and contractors for property maintenance, renovations, and other related tasks.
• Run personal errands for the executive as needed, such as shopping, dry cleaning, or other tasks. Complete personal errands and tasks as needed, including shopping, deliveries, and other miscellaneous requests.
• Organize and maintain both electronic and physical files, ensuring confidentiality and easy retrieval.
• Assist with special projects and ad-hoc tasks assigned.
• Assist with project management tasks, including tracking deadlines, preparing agendas, and following up on action items.
• Coordinate all aspects of domestic and international travel, including flights, accommodations, transportation, and itinerary planning for the employer and their family.

Requirements

• Experience in estate management and vendor management is a plus.
• Adapt to changing schedules and unforeseen circumstances with flexibility and a solution-oriented approach.
• Bachelor’s degree preferred, or equivalent work experience.
• Proven experience as a professional chauffeur or executive driver, ideally working with individuals or families, with extensive experience in luxury vehicle maintenance.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Valid driver's license and reliable transportation.
• Experience working with families and children in an HNW environment is a plus.
• Must be willing to work extended hours and travel as needed.
• Strong understanding of discretion and confidentiality.
• Must be able to drive luxury vehicles and vans by providing safe, reliable, discreet, and comfortable transportation for the principal(s) and family members.
• Minimum 5 years’ experience as a Personal Executive assistant.
• Ability to work independently and as part of a team.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance