Personal Assistant (PA-D-GCT-09) Job at Crimmins Residential Staffing
Position: Personal Assistant
Schedule: Full-time Monday – Friday, hours TBD. Flexibility needed for occasional later evenings and weekends
Location: Greenwich, CT: private residence daily & local office as needed; Westport, CT office once a week
Salary: $120-135K with $15K annual bonus
Overview:
Support the Chief of Staff to ensure and enable the achievement of goals and initiatives, in an efficient and timely manner. This involves assisting with all aspects of day-to-day activities including calendar management, meeting support, communication, household management and errands. This position will work within a dynamic residential and office culture that focuses on open-mindedness, truth, reflection and excellence.
Responsibilities:
- Provide oversight, coordination and assistance to Chief of Staff on various projects in a fast-paced residential, business and family office environment.
- Manage various aspects of logistics of business and personal calendaring (multiple time zones) & event planning. Events consist of small personal residential events to moderate business events and large-scale business and/or philanthropic events.
- Manage annual birthday and holiday program logistics with focus on personal gifting and collaborate on large-scale philanthropic gifting.
- Provide specialized gift and project research support. Procure items such as residential supplies, office supply, seasonal purchases, event purchases, gift wrapping, mailings, distributions, creating custom gift certificates.
- Coordinate transportation arrangements, from personal to large event arrangements utilizing experience in personal ground, aviation and yacht reservations.
- Manage multiple expense accounts reporting through Concur, manage multiple corporate credit cards.
- Proactively ensure timely communication to residential team members and office teams.
- Provide oversight and coordination for the scheduling and hosting of Zooms and various video meeting platform meetings.
- Liaise with technology support to schedule team rollouts, troubleshooting, compliance.
- Assist with virtual and paper file organization and archiving, inventory management, contact updating, mailing list removals, domestic and international shipping, online subscriptions, membership renewals, personal donation processing.
- Additional responsibilities and/or special projects as requested.
Values:
- Integrity: open, honest, does not filter, spin or manipulate communications
- Excellence: high standards and expectations, always striving to improve
- Discretion: respects privacy, understands and maintains confidentiality
- Teamwork: ability to creatively collaborate
- Logic: trusts in and relies on logic over emotions
- Courage: willing to take on difficult things, does not tolerate badness
- Ego: strives to work with low ego and is able to self-reflect
Abilities:
- Remain calm and composed in stressful, chaotic situations
- Comfortable working in ambiguity and handles last minute changes well
- Remains transparent but understand appropriate confidentiality and exercises good judgment
- Open to feedback, exploring mistakes and weaknesses in the interest of learning and self-improvement
- Quick learner, intellectually curious, engaged and proactive
- Nurturing and caring with teams and external parties, enjoys a diverse work environment
Skills:
- Solid administrative assistant experience, including the ability to multitask, self-prioritize and has exceptional organizational skills
- Ability to anticipate and be proactive on work needs ahead
- Systematic approach to problem solving
- Exercise ownership and works independently while staying in sync
- Practical decision maker who asks good questions
- Common sense
- Identifies a goal and is able to quickly link tasks to that goal, does not get stuck
- Results oriented, focuses on the outcome
- Eye for design, aesthetics and creativity
- Exceptional communication skills (written, verbal and body)
- Excellent time management
Experience & Qualifications:
- Bachelor’s degree
- Experience as a Personal Assistant or Executive Assistant is required
o Experience in both Personal Assistant
and Executive Assistant is preferred
- Seeking a professional with at least ten years of experience
- Mac usage/experience required and proficiency in MS Outlook & MS Suite, Google Docs, Adobe, Salesforce, Concur, Dropbox and cloud-based file systems
- Must drive and have own transportation
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