Executive Personal Assistant

Our client, an asset management firm headquartered in Stamford, CT is seeking a Personal/Executive Assistant to support an Advisor. This individual will provide support across both professional and personal priorities. The role will focus on managing personal tasks for the Advisor and their family, while also handling light business-related responsibilities associated with the Advisor’s role at the firm. In addition, this position will provide administrative support to the Chief People Officer.

COMPANY:
Asset Management Firm

POSITION:
Personal/Executive Assistant

HOURS:

8:30am - 5:30pm, flexibility required

LOCATION:

2-3 days in the Stamford, CT office and 1-2 days a week in the Hudson Yards NYC office. Flexibility to WFH 1-2 days a week.

DEGREE:
Required

• Provide calendar management for the Chief Human Resources Officer, including scheduling internal and external meetings.
• Coordinate travel arrangements and process expense reports for the CHRO.
• Maintain confidentiality and handle time-sensitive information with discretion.
• Ensure timely and professional communication with all internal and external stakeholders.

• Book travel, communicate with vendors and personal accountants to ensure tasks are completed in a timely manner, submit insurance reimbursements, event planning, shopping errands, mailing and shipping duties, and various gopher tasks
• Manage a heavy personal calendar: schedule personal appointments (hair, medical, real estate, finance, etc.) and family events
• Manage vendor maintenance for multiple properties: schedule maintenance (pool, HVAC, car and boat maintenance, sprinkler, waste management, driveway pavement, etc.), maintain vendor contact list and maintenance schedule, and follow up with vendors to ensure timely arrival and any follow-up maintenance that may be required

• Schedule business meetings and events
• Respond to emails and answer phone line
• Managing to-do list and send reminders to ensure completion of all tasks
• Expense reports
• Providing coverage for Admin team

• 3 – 5 years of experience working as a Personal/Executive Assistant for an executive
• Willingness to take on personal and business tasks at a moment’s notice
• Thorough and attentive to detail
• Strong written and verbal communication skills
• Organizational skills and the ability to multitask and prioritize projects while working on a deadline or in a fast-paced environment
• Maintain the highest level of confidentiality
• Connecticut Notary Public (preferred, not required)