Executive/Personal Assistant To Ceo

We are seeking a refined and professional Executive/Personal Assistant to support our client, the Co-CEO and Founder of a prestigious PR and communications firm. Reporting directly to the CEO, this role encompasses executive, administrative, and personal assistant responsibilities. Serving as the primary liaison for both internal and external matters related to the CEO, we are searching for an enthusiastic, diligent, and astute individual to cater to the CEO's personal and professional needs. This is a role beyond the conventional 9-5, encompassing on-call availability, travel, and an ability to adapt with flexibility. Given the CEO's interactions with high-profile and celebrity clients, utmost discretion and professionalism are imperative when representing the CEO. Additionally, the ideal candidate should demonstrate resourcefulness as a project manager, adeptly organizing and prioritizing numerous tasks simultaneously. Exceptional organizational skills, proactive thinking, and the capacity to swiftly execute in unforeseen circumstances, all while maintaining meticulous attention to detail, are highly valued qualities.

The chosen candidate will engage with diverse individuals and function seamlessly as a collaborative team member, approaching tasks of any scale with equal dedication. The ability to exude a polished demeanor and exercise sound judgment consistently is vital. If you possess a nurturing nature, are articulate, loyal, and radiate a compelling energy, we eagerly anticipate receiving your application. Acts as a steward of the Agency’s brand, consistently representing and reflecting the Company’s core values, approach and high standards of excellence in all client, media and public interactions

Responsibilities:

• Tracking CEO’s hours for client invoicing.
• Arrange complex and detailed travel plans for Co-CEO and Founder when requested including itineraries, agendas and compiling documents for meetings
• Coordinates agency-wide meetings including but not limited to preparing and distributing agendas and other meeting materials, recording, transcribing, and sharing meeting notes and action items, and proactively following up with open items. When needed this may also include reserving and preparing facilities.
• Fully integrated in CEO’s email including monitoring, reading, proactively delegating and responding to messages as appropriate.
• Prepares and organizes a variety of reports, meeting notices, presentation materials, and other documents. Disseminates information from the CEO’s office as needed.
• Proactively monitor activities, correspondence and deadlines; anticipate issues and suggest solutions; keep Co-CEO updated, informed, and ready to answer questions before she asks them.
• Reviews incoming mail addressed to the CEO’s office for prioritizing. Disseminates and re-distributes to other departments or individuals with the Company for appropriate handling.
• Designs/creates or proofreads general correspondences, memos, charts, tables, graphs, presentation material, proposals, client agreements, etc.
• Assists the Co-CEO and Founder with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence
• Act as gatekeeper: Handle requests from colleagues and clients and act as a resource (e.g. reports, information, decision follow up, etc.)
• Handle confidential materials and correspondence discreetly.
• Project manage CEO’s directives; delegating duties and ensuring work is completed for both corporate and household staff.
• Maintain files of reference materials for projects or clients as needed.
• Maintains the CEO’s calendar. Schedules and organizes meetings, travel arrangements, and other business and personal activities, tracking all pertinent information required for meetings and appointments and ensuring that CEO has all background details and context prior to the call or meeting.

Personal Assistant responsibilities:

• Errands and miscellaneous tasks to support the home such as coordination of shopping services (e.g. Instacart, whole foods prime) for food, supplies.
• Answers and screens incoming phone calls. Answers general inquiries or questions, and refers individuals to other departments or staff members for appropriate handling. Initiates outgoing calls on behalf of the CEO.
• Anticipate the CEO’s needs for private and business events, meetings and work space to make certain there is a productive and comfortable working environment (i.e. stocking supplies, catering, reservations, written correspondence to business associates, etc.)
• Performs other duties as assigned.
• Act as liaison to House Manager/staff at all residences
• Acts as CEO’s representative in dealings with third parties[CG4] ; prioritizing and handling correspondence; researching and handling special projects
• Coordinating and managing appointments for the children (e.g. doctors apt, etc.), posting to calendar and coordinating visits.
• Works independently and/or within a team on special/non-recurring and ongoing projects.
• Travel with CEO as appropriate - ~3-4 x a year
• Scheduling and supervising home maintenance and repair work.
• Run errands as needed

Experience and requirements:

• Willing to travel as needed (both domestically and internationally)
• Ability to work with a broad range of people including clients, management and employees
• Tech savvy, expert-level with Microsoft Office suite
• Knowledge of PR related software (Cision, Meltwater, TrendKite, Sprout, Hootsuite) is preferred but not required
• Excellent organization and prioritization skills, with the ability to handle multiple priorities and deadlines.
• Knowledge of communication software (Zoom, Microsoft Teams, Intercall, etc)

Location: Delray Beach, FL,(must be within commutable distance).

Typical schedule and hours: M-F regular business hours, with some availability needed outside of business hours.

Compensation: up to $125k DOE, full benefits, 401k, and bonus structure!