Personal Assistant - Philadelphia

Our client is searching for a Personal Assistant to support a content creator and musician. The PA will be responsible for overseeing both personal and professional commitments, act as a gatekeeper for the principal, and handle correspondence and social medial on behalf of the principal. The PA will be responsible for calendar management, expense and invoice processing, and travel coordination (both domestic and international). PA will collaborate with other executive assistants and executives across multiple internal teams and will work on various ad-hoc projects, including the coordination of team conferences and events. The ideal candidate will have a true service heart, be highly motivated, and have an upbeat and energetic personality.

Responsibilities

• Making travel arrangements, planning events and organizing into detailed itineraries using project management tools
• Keep supplies for the business and personal home fully stocked, including groceries, toiletries, office supplies and more
• Manage talent calendar and assist in scheduling all meetings, calls and bookings
• Ensure projects are completed from start to finish: including tracking down new vendors, receiving materials, facilitating the relationship, making payments, etc.
• Manage and organize an ever changing calendar and complex schedule for both business and personal matters
• Run errands as necessary
• Respond to emails and make calls on behalf of the employer
• Format documents, put together spreadsheets, and assist with contract management
• Unbox all incoming daily packages/mail and organize
• Staying ahead of needs in home and office
• Domestic duties: keep the house clean and organized at all times, including daily laundry, dishes, etc.
• Management of home and personal tasks in addition to office administration responsibilities
• Primary contact between contractors, outside vendors, and household staff - including booking and managing housekeepers, hair/makeup artists, stylists, etc.
• Assist with local and online purchases/returns of personal clothing/accessories on an as needed basis

Requirements:

• Strong organizational skills
• Intuitive and proactive when it comes to anticipating personal and business needs, resolving conflicts, and coordinating with a larger team
• Must be obsessively detail oriented, great with time management, and a master multi-tasker
• At least two years’ experience as an assistant, preferably working with talent, celebrities or within a creative/entertainment agency
• Cooking/meal preparation skills a plus
• Must be able to handle sensitive and private information with discretion
• Comfortable working on projects independently and with minimal guidance or oversight
• Proficiency with Google Suite, Microsoft Office, and common Mac applications
• Must have impeccable written and verbal communication skills
• Excellent at transcribing verbal notes and managing electronic documents
• Poised and professional

Schedule: Monday through Friday, 9am-6pm. The Personal Assistant will be required to travel frequently and be available for last-minute schedule changes as hours and days working can fluctuate on any given week.

Salary: $80K a year

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