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ID #
Title & description
Location
Status
Executive Assistant / Personal Assistant
#877 Executive Assistant for busy bay area principal in office and residence
Salary Open to the right person with full corporate benefits!
Relocation Not Applicable
Accommodations Not a live-in job but there will be an overnight at one of the locations in the bay area.
Location San Francisco Bay Area
Status Filled
Job Summary

Executive Assistant / Personal Assistant

Employee’s work schedule will be Tuesday through Saturday - 9:00am-6:00pm

CLIENT OBJECTIVE:

To hire a professional Executive Assistant who will provide valuable support and assist the principal with her daily activities at the office and in her home.

RESIDENCE DESCRIPTION:

Office and home are located in San Francisco

QUALIFICATIONS:

  • Extremely discreet and mindful of confidentiality
  • Excellent written and oral communication skills
  • Impeccable time management skills
  • Self-starter, take charge, proactive, sees problems and resolves them.
  • Flexible and able to accommodate changes in routine and plans.
  • Excellent computer skills (standard Microsoft Office Suite programs; internet searches/research as needed).
  • Efficient and accuracy of handling phones and guests
  • Reliable and punctual
  • Quiet and poised, amicable personality
  • Proactive and good at multi-tasking
  • Ability to work independently and as part of the team
  • Must be able to willingly accommodate needs of the principal
  • Be able to travel with the employer when necessary
  • Occasional overnight may be required
  • Well-groomed with excellent personal hygiene
  • Able to work legally in the United States
  • Valid driver’s license with a clean driving record
  • Excellent knowledge of San Francisco as some driving may be required in this role

PRIMARY DUTIES:

Schedule-Related Duties:

  • Maintain principal’s personal calendar
  • Confirm, schedule and reschedule appointments and meetings (i.e. beauty, fitness, medical, philanthropy, etc.)
  • Re-confirm meetings
  • Proactively schedule appointments
  • Keep principal on schedule and on point with accurate schedule at all times
  • Travel with the principal as required
  • Be prepared to work late before and after a trip and if necessary the weekend before
  • Interface with principal regarding scheduling implications of trip and travel itineraries
  • Make sure that the calendar has all important dates, i.e. family events, dinners, travel, social, etc.
  • Coordinate charity-related event activity with Foundation Director
  • Drafting of principal’s personal correspondence duties
  • Answer incoming calls with PA, screen calls, take messages, maintain call log
  • Schedule time for principal to meet with employees
  • Create daily schedule and remind principal of Birthdays and Anniversaries for the following day
  • Coordinate with Estate Manager on need-to-know schedule information

Other Office Duties:

  • Answer incoming calls, screen calls and take messages
  • Prepare To Do List which includes phone calls to return, E mails to return etc.
  • Understand protocols for and lead the management of office database (entering new information, updating existing information)
  • Keep current folders on correspondence and website information for philanthropic and civic events and meetings
  • Keep a manifest of charity event RSVP deadlines and table listing deadlines
  • Set up conference room as required, ensure you check with principal for her requirements in regards to food and beverages
  • Serve the principal her meal on a tray – chef prepares usually on occasions you may need to place on plate etc.
  • Interface with principal regarding principal’s public e-mail account inquiries; compose and reply to incoming public e-mail account inquiries accordingly.
  • After Monday morning meeting with principal, meet with Personal Assistant to discuss work folder and distribute to other staff members per principal’s instructions.
  • Prepare the End of Day report and assemble the Day-End Packet for principal.
  • Process “outgoings”
    • Outgoing mail
    • Outgoing faxes
    • Outgoing FedEx, including tracking to confirm delivery
    • Other outgoing packages
    • Know and meet daily outgoing pick-up deadlines for outgoing mail and FedEx
  • Make sure that all appropriate documents are signed and properly routed post-signature.
  • Run errands
  • Book limousine services or other transportation as directed
  • Drive principal to appointments and events as needed

Travel:

  • Travel-related duties; Duties may include:
    • Make airline, hotel, transportation reservations
    • Coordinate with flight operations and book private plane as requested
    • Prepare and present trip itineraries
    • Secure tickets and reservations for events
    • Schedule transportation needs for visiting family members and friends

Flexibility, great organizational ability and confidentiality are of the upmost importance in this role.

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