EFTA00313604.pdf

MAHLER PRIVATE STAFFING Position Description: Personal Assistant CLIENT OBJECTIVE: To hire a highly-motivated, intelligent, professional and energetic Personal Assistant for a busy Wall Street Executive. Must have a keen eye for detail and superior organizational skills. This is a very busy, extremely challenging position that requires a true "24/7" mentality. Extensive international travel and candidates who speak fluent French arc preferred RESIDENCE AND FAMILY DESCRIPTION: Large townhouse on the Upper East Side in New York City. GENERAL RESPONSIBILITIES: • Understand the geography of the principals' travels — calculate the timing of meeting locations and offer logical suggestions for the best use of time. • Complete multiple tasks simultaneously and in a logical sequence, even in situations where there may be pressure and little time available. • Coordinate daily activities and workflow and utilize effective time management skills to ensure key activities are accomplished promptly and accurately. Manage calendar; maximize employer's time by maintaining appointment calendar and prioritizing and monitoring task lists and call lists. Track all pertinent information needed for meetings and appointments; confirm, schedule and reschedule appointments as needed. • Anticipate the principals' needs to help shape thoughtful actions. • Assume ownership of work; think strategically and be resourceful • Coordinate all aspects of domestic and international travel including documentation, ground transportation, in flight catering and accommodations. • Travel with the principal out of the country frequently and/or independently as necessary. • Prepare and update list of daily activities for the principal to include a daily call sheet and calendar; prepare daily "end of day" report and recap. Regularly meet with the principal to give updates and discuss issues. • Manage and update a current database that includes friends, business contacts, and relatives. This database should include phone numbers, addresses and birthdays and other special events. • Represent principals in a professional manner at all times. • Run errands, both business and personal. • Provide meeting preparation for principal. • Manage incoming calls, mail, email FedEx, etc. • Prepare correspondence, compose emails and memos. CHARACTER SKETCH: • Strong work ethic, courteous, honest and responsible with a service heart. • Excellent verbal and written communication skills. Communication with the principal should be clear and concise. Fluency in French strongly preferred. • Ability to multi-task and work efficiently to ensure all work and requests from the principal are processed expeditiously. • Ability to disseminate information and act accordingly in a very fast-paced environment. • Coordinating the upkeep of guest apartments. • High sense of esthetics. Position Description/Personal Assistant/NYC Page 1of 2 EFTA00313604 • Understand the ever-changing plans, itineraries, meetings, etc. • Proactive self-starter with the ability to exhibit a positive attitude and remain even-keeled, calm and happy, even under pressure and in a fast-paced environment where only perfection is acceptable. • Tech savvy; proficient with: spreadsheets/accounting; word processing, MAC, and Internet research. • Organized, meticulous, detail-oriented, accurate and thorough. • Discreet and respectful of employer's privacy; willing to sign a confidentiality agreement. • Quiet and poised with an amicable personality. • Knowledge of special events and party planning. • Able to follow direction and instruction from employer. Gracefully accept constructive criticism and have the ability to prioritize. • Must be able to willingly accommodate the needs of the principal. • Command of English language should be sound. Able to understand and respond clearly and quickly both verbally and in writing. • Team player and good people management skills. REQUIRED ELEMENTS: • Well-groomcd, drug free and physically able to perform the duties of the position. Willing to take a pre- employment physical, psychological evaluation and drug screen when necessary. Understands there is no smoking or drinking on the premises. • Ability to read, write and speak fluent English. Able to work legally in the United States. Valid Driver's License, with a good driving record and the ability to be bonded. • This position requires proof of good credit history. Employee may be asked to handle money or credit as a part of this job. The credit report authorized by the signed FCRA the candidate provides will be used to make a decision regarding their employment. A poor report may result in elimination from consideration for this position. COMPENSATION AND TERMS: • Position is a full time, around the clock position with frequent out of country travel required. • Salary commensurate with experience. • Company Benefit Package. • Accommodations arc available for right candidate Position Description/Personal Assistant/NYC Page 2 of 2 EFTA00313605