Executive/Personal Assistant to CEO Job at Glocap in New York

COMPANY: Technology

POSITION: Executive/Personal Assistant to the CEO

LOCATION: New York, NY (Onsite Tuesday-Thursday)

HOURS: 9:30AM - 5:30PM with flexibility outside of work hours

COMPENSATION: $120-135K + Discretionary Bonus + Benefits

BACHELOR’S DEGREE: Required

Our client, a startup technology firm, is seeking a dynamic Executive/Personal Assistant to support the Founder/CEO. This person will be a valuable, trusted partner to the CEO and the organization as a whole. You must be able to manage multiple priorities, work internally and externally across different projects while bringing a high level of EQ, intellect and detailed precision to this role. Given the fast-paced startup culture, the ideal candidate can wear many hats, operate with efficiency, and have exemplary project management and communication skills.

Responsibilities of the Executive/Personal Assistant:

-Scheduling & Travel: Manage the executive’s calendar. Plan and execute internal and external meetings, appointments and events. Handle all travel arrangements including flights, hotels, ground transportation and travel itineraries; obtain visas, passport renewals, or any other travel documents.

-Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking notes, organizing summaries, and following up on action items.

-Personal Project Assistance: Support various personal projects or ventures, including research, coordination, and implementation. Provide administrative support for personal growth oriented initiatives.

-Communication Management: Act as the primary point of contact for internal and external communications on behalf of the CEO. Draft, proofread, and edit correspondence, reports, leadership meeting agendas, and presentations.

-Project Management: Assist with special projects and initiatives from PR to HR, across all areas of the company as well as personal projects spearheaded by the CEO. Tasks include research, attending meetings, building spreadsheets, and proofreading articles. Track project progress, keep others on track, and ensure deadlines are met.

-Financial Administration: Assist with personal finances, including monitoring expenses, managing budgets, and liaising with financial consultants and accountants. Track financial investments, maintain good standing for additional entities the CEO owns and operates as investment vehicles. Ensure timely payment of bills and gathering and organizing financial documents needed for tax purposes.

-Household Management: Manage household maintenance and repairs as needed. Oversee apartment upgrades, budgeting and payments to vendors. Coordinate with architects, building staff and contractors. Project manage apartment renovations.

-Relationship Management: Build and maintain positive relationships with key stakeholders, both internal and external. Facilitate smooth communication and collaboration across teams internally. On the personal side, help with organizing gifts, presents and deliveries as necessary for friends and family.

-Event Planning: Plan and coordinate executive events, including conferences, workshops, and team-building activities. Organize and manage personal events, including parties, family gatherings, and special occasions. Handle all logistics, from catering, rentals, and decorations to placing multiple orders. Ensure events are executed smoothly and meet objectives.

-Confidentiality: Handle sensitive and confidential information with the utmost discretion and integrity. Maintain privacy regarding personal and financial matters. Calm and relaxed when working with famous, high profile or high net worth individuals.

Requirements of the Executive/Personal Assistant:

-Education: Bachelor’s degree required.

-Experience: Minimum of 5-10 years of experience as an Executive Assistant or in a similar role, with a proven track record of supporting C-level executives or other prominent, high-net-worth individuals. Ideally someone who is a career EA who loves the role and has previous experience working in finance or for a Family Office.

-Skills: Exceptional writing skills. Exceptional organizational skills. Operates with high efficiency and urgency. High EQ and intellect. Ability to be discreet, act with transparency and hopefully over time become a trusted partner and soundboarding to the CEO. Possesses grit and curiosity to continually grow, learn and improve. Strong written and verbal communication skills. Proficient in Google Suite, Notion, Excel, CRM tools, and other relevant software.

-Attributes: High level of professionalism, discernment, and integrity. Ability to work independently and take initiative. Strong problem-solving skills and attention to detail.

-Availability: Flexible to work outside standard business hours if required.

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