A leading finance firm seeks a highly skilled and professional Personal Executive Assistant to support its executives by managing daily organizational and administrative duties. This role involves overseeing the executive's personal and business schedules, arranging meetings, booking travel, and handling clerical tasks such as preparing correspondence, receiving visitors, and coordinating conference calls. You will also be responsible for running personal and business errands as needed.
The ideal candidate will demonstrate exceptional interpersonal skills, the ability to multitask and prioritize effectively in a fast-paced environment, and a commitment to maintaining confidentiality across various business and personal matters. This role requires a proactive, detail-oriented individual who thrives working both independently and collaboratively.
Responsibilities
- Manage and maintain the executive's schedule, including meetings and dinners.
- Open, sort, and distribute incoming correspondence, including email and personal and business mail.
- Handle highly confidential and non-routine information.
- Book business travel for executives as well as personal arrangements, including flights (commercial and private), hotels, restaurants, and meetings during personal and business travel.
- Arrange related details for conferences and speaking engagements, including promotional merchandise.
- Seek estimates, check status, oversee shipping/delivery, and resolve issues for items in the home or office.
- Ship and mail items using various methods including messenger service, USPS, FedEx, etc.
- Answer phone calls and take messages; perform call-backs as needed.
- General clerical support includes printing documents, drafting correspondence, research, and data entry.
- Book and coordinate personal appointments.
- Help executives with any project management needs and any projects that arise.
- Personal assistance when needed, assist executives with personal support, including running various
- errands and online purchases for personal and business needs.
- Help coordinate corporate events and parties, including catering for luncheons, and assist with setup,
- cleanup and support during such events.
- Office support includes ordering supplies, stocking, and work requests with building management.
- Transport items between home and office including documents, lunch, supplies, and executive's vehicle.
- Assist executives with business and personal technology needs and troubleshooting.
- Any other duties as required or assigned that are reasonably within the scope of the responsibilities in this job classification.
Ideal Experience
- Bachelor's degree and at least three years of previous administrative work experience, preferably in a
- professional setting or other fast-paced environment and having supported a C-level executive.
- Excellent organizational skills - Quick turnaround to keep operations flowing smoothly.
- Skilled multitasker - Manages several tasks at once and adapts to changing requests.
- Strong time management - Stays focused on completing tasks on time within parameters and deadlines.
- Excellent written and verbal communication skills - Speaks and writes professionally as the
- executive's designated representative.
- Detail-oriented - Pays close attention to details in all facets of the role.
- People skills - Develops and maintains relationships in the executive's personal and professional life.
- Expert problem solver - Proposes solutions to various problems and thinks and reacts quickly.
- Discretion - Has a high level of interpersonal skills to handle sensitive and highly confidential situations with professionalism and confidentiality.
- Technically savvy - Current on technology to support and troubleshoot on executive's behalf; must be proficient in MS Office, Outlook, Dynamic, SharePoint, basic office systems, and social media platforms.
- Decision-making - Has a proactive work ethic and understands when to seek guidance from executives and when to complete tasks independently.
- Valid driver's license and proof of automobile insurance.
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The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.