Senior Executive/Personal Assistant to CEO

COMPANY: Marketing, Public Relations and Promotions Agency

POSITION: Senior Executive/Personal Assistant to CEO

LOCATION: New York, NY (in office Monday-Friday)

HOURS: 9:30am – 6pm with flexibility

COMPENSATION: up to $150K + Discretionary Bonus + Benefits*

BACHELOR’S DEGREE REQUIRED: Required

Our client, a NYC and LA-based entrepreneurial, leading-edge marketing, public relations and promotions agency is seeking a Senior Executive/Personal Assistant to support the CEO in the NYC office. This role is highly visible and an integral part of the firm. The CEO is successful, busy, and is looking for someone to jump in and ensure his business and personal lives are running seamlessly. They are seeking someone with high energy and intelligence, with a high level of attention to detail. The Senior Executive/Personal Assistant will be deeply rooted in the executive’s time management and will provide administrative support, specific to calendar management and email correspondence. As the primary gatekeeper and administrator, the overall responsibility of the Senior Executive/Personal Assistant is to create strong lines of communication and responsiveness pertaining to the CEO’s calendar and time. The Senior Executive/Personal Assistant will execute administrative tasks, calendar coordinating, daily requests and special projects. The position requires a thoughtful, organized, and strategic self-starter with a drive to deliver exceptional results through optimized processes and systems. This is an exciting C-suite opportunity to contribute to the day-to-day operations of an agency that is fast, trend-aware, community-focused environment.

Responsibilities of the Senior Executive/Personal Assistant to CEO:

– Resourcefully manage an ever changing and robust calendar for CEO, with regular high level direct contact with clients, investors, and internal leadership

– Coordinate and plan meeting details (virtual or in person) – including location, IT and media needs (video and/or conferencing software and links), catering needs, and other arrangements (both personal and professional)

– Coordinate general IT support and logistics

– Prioritize meeting requests as they come in to ensure CEO’s best use of time

– Act as a liaison between executive and colleagues to address scheduling questions and needs pertaining to the executive’s work

– Coordinate special requests and various ad hoc projects assigned by CEO or senior leadership (both personal and professional)

– Arrange and coordinate travel arrangements (both personal and professional)

– Represent the brand and the CEO through thoughtful and professional correspondence with external stakeholders through various communication channels (phone, text, email)

– Work closely with other colleagues to design and implement improved processes and operational policies; Continuously improve administrative standards

– Stay apprised of cultural trends – entertainment, social, fashion, technology, corporate, etc.

Requirements of the Senior Executive/Personal Assistant to CEO:

– 7-10+ years of full-time work experience as an executive assistant – experience in advertising, marketing, entertainment, public relations industries preferred

– Distinctive written and verbal communication skills

– Strong problem solving abilities

– High level of accuracy and attention to detail

– Excellent organizational skills – ability to manage own workload, prioritize conflicting demands, multitask and deliver high quality product at all times while adhering to tight and structured deadlines

– Ability to maintain composure during demanding situations resulting from deadlines or heavy workload by anticipating needs

– Proactive and able to work on own initiative while having the confidence to ask questions when unsure

– Comfortable working independently as well as part of a wider team

– Flexible approach is essential in order to manage both day-to-day work and ad hoc requests

– Discreet with ability to handle sensitive information in confidence

– Ability to learn new systems quickly

– A can-do attitude is essential – willing and eager to help others and get involved

– Must maintain a professional demeanor at all times

– Position requires someone who is confident, approachable, enthusiastic

– Must have the ability to work full time in an office environment; flexibility to start work early, or work late, as needed

– Verification of identity, education, prior employment, and references may be required

*The base annual salary range posted for this New York City-based position is a good faith estimate. Actual salaries may vary based on several factors, including but not limited to, level, experience, and qualifications for the role.

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