Personal Assistant

Personal Assistant

 

We are seeking a highly organized, proactive, and discreet Personal Assistant to provide comprehensive support to a CEO, managing both professional and personal affairs. This dynamic role requires a polished professional who excels at prioritizing tasks, handling confidential information with the utmost discretion, and adapting quickly to changing demands. The ideal candidate possesses a "can-do" attitude where no task is too big or too small and demonstrates unwavering dependability.

 

Location

You will work across two primary locations in Miami, FL:

• Office in Coconut Grove
• Residence in Coral Gables

 

Key Responsibilities

 

Professional Support

• Manage general office administration, including answering phones, sorting mail, greeting guests, and stocking supplies.
• Track and prioritize pertinent information to keep the principal informed.
• Organize and prepare for meetings and events, including scheduling, technology needs, and correspondence.
• Plan and coordinate domestic and international travel, including flights, accommodations, dining, and ground transportation.
• Anticipate the executive's needs to ensure day-to-day efficiency, including arranging meals for the principal and their team.
• Prepare expense reports, correspondence, presentations, reports, etc.
• Organize update professional and personal contact databases.
• Assist with operational projects.

 

Personal & Family Support

• Occasionally drive the principal's children to and from school or activities.
• Coordinate with staff and vendors at the residence.
• Run errands and maintain inventories.
• Mail packages and manage returns.
• Assist with responding to invitations, charitable requests, and processing mail.
• Help organize occasional events, parties, or gatherings.
• Coordinate holiday/birthday shopping, gifts, and cards, maintaining a gift tracking system.
• Perform research; gather prices and quotes as requested.
• Assist with organizational projects.
• Secure reservations and tickets for dinner, concerts, plays, exhibits, and other activities.

 

Qualifications

• Minimum of five years' experience supporting a private principal with excellent, verifiable references.
• Undergraduate degree or equivalent professional experience.
• Excellent communication and interpersonal skills.
• Highly organized, accurate, and reliable with strong work ethic and enthusiasm.
• A thoughtful, resourceful team player.
• Discreet and capable of maintaining strict confidentiality.
• Excellent problem-solving skills and adaptable to frequent changes.
• Technologically proficient in Microsoft Office programs with the facility to learn new software and perform basic office equipment troubleshooting.

 

Compensation and Terms

• Base compensation $125,000 to $165,000 commensurate with qualifications and experience.
• General work schedule is Monday to Friday, 9:00 AM to 5:00 PM, with flexibility to start earlier or stay later for occasional school drop-offs or activity pick-ups.
• Excellent benefits package includes an annual discretionary bonus, excellent health/dental/vision insurance, PTO, sick days, and NYSE holidays.

 

To Apply:

Please apply at www.mahlermatch.com for consideration; please include your compensation requirements and a cover letter expressing your interest. Qualified applicants will be contacted. Immediate interviews available.

 

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