Personal Executive Assistant

Position/Title: Personal Executive Assistant

Reports to: Chief Financial Officer and Chief Operations Officer

Location: 1616 Fort Myer Dr| Arlington, VA 22209

Salary: $60,000.00 - $70,000.00 per year

Overview:

The primary responsibilities of a Personal Executive Assistant will be to provide the Chief Financial Officer and the Chief Operations Officer with comprehensive support. This dynamic position requires a unique individual that thrives in a fast- paced environment, making high level decisions at a moment’s notice with minimal oversight. The ideal candidate will be well-organized, flexible, and resourceful while managing multiple tasks, households, and projects. They’re willing to tackle any task with enthusiasm and maintain the ability to pivot and adapt to changes in information, direction or priorities with a great attitude reacting with the appropriate level of urgency to any situation that requires a quick response.

A. General

This is a full-time FLSA exempt 24/7 on-call, dual position, that will report to the Chief Financial Officer and the Chief Operations Officer. This role may also work closely with their staff and families to ensure support of all business, personal, and familial matters.

Duties and Responsibilities:

• Manage complex and detailed domestic and international travel – including reservation of flights, hotels, car services and dinners; Check into flights; Manage boarding passes; Confirm contact information for drivers; and Create itineraries. Assist with packing and unpacking for travel, ensuring all necessary items are prepared and organized.
• Calendar management – Schedule meetings and calls; Assemble meeting materials; Confirm attendance; Troubleshoot calendar conflicts; Make judgements and recommendations to ensure smooth day to day engagements; Work confidently within multiple time zones, as needed.
• Ensure timely completion of tasks with a high attention to detail to ensure nothing falls through the cracks. Handle administrative tasks such as filing, expense tracking, and correspondence.
• Run errands as needed, including but not limited to grocery shopping, dry cleaning, and package shipping. Delivery coordination,
• Liaise with executive team members, clients, and other external personnel on behalf of the individual. Prepare and coordinate fashion options for office and personal events.
• Provide personal support, including, but not limited to the following – Schedule and medical appointments; Coordinate financial transactions, shipping and receiving purchases, returns.
• Coordinate private events and dinners including maintaining guest lists, organizing seating charts, guest preferences, accommodations, catering and wine choices.
• Schedule household services and oversee work; Communicate with vendors and contractors for on-going and future projects within multiple properties.
• Coordinate and calendar all spa and athletics-related appointments personal (nail, skin, hair, gym etc.). Book meal reservations both at home and abroad and calendar accordingly.
• Coordinate with outside vendors to ensure proper delivery of various items for both primary personal properties and office. Vet visits and occasional pet-sitting.
• Be available to assist with technical screening calls to ensure proper connectivity and no equipment issues prior to important external calls and interviews.
• Maintain confidentiality of highly sensitive information.
• Other duties and special projects as assigned.

Skills and Qualifications:

• Minimum of 5+ years’ experience as a Personal Assistant; experience supporting C-Level executives is preferred. Bachelor’s Degree preferred.
• Experience with family and estate support. Good with dogs/pets.
• Exceptional work ethic with complementary organizational and time-management habits
• Strong communication skills and Integrity toward maintaining a high standard of professionalism in high pressure situations. Excellent judgement is essential.
• Proficient in Microsoft Office Suite. Tech-savvy with active and current premium subscriptions and memberships to important tools. As a rough example, tools such as: Chat GPT-4, Photoshop, LinkedIn Premium, fireflies.ai, Otter AI or other better/relevant tools and strategies.
• Proactive approach to problem solving.
• Strong interpersonal skills: Attention to detail is paramount.
• Reliable transportation.
• Must pass a background check.
• Valid US work authorization.

Job Type: Full-time

Pay: From $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• On call
• Weekends as needed

Ability to Relocate:

• Arlington, VA: Relocate before starting work (Required)

Work Location: In person