Posted

30+ days ago

Location

San Mateo, CA

Description

We are seeking an Executive Personal Assistant to support our senior level Executive, who is detail oriented, highly organized with exceptional communication skills and an expert in etiquette and protocol. The successful Executive Personal Assistant is proficient in maintaining and managing calendars, making travel arrangements, and managing and scheduling the employer’s household staff. He/she will also have experience with cleaning and maintenance (hands on or scheduling), entertaining and etiquette. 

RESPONSIBILITIES:

  • Schedule all internal and external meetings and appointments
  • Arrange domestic and international travel
  • Respond promptly to employer’s queries and requests
  • Track Employer’s speaking and recognition accomplishments
  • Manage and maintain guest lists, gifts and correspondences
  • Manage accounting (pay bills, invoice confirmations, etc.)
  • Manage corporate governance, and administration for legal entities and properties
  • Review and negotiate contracts for service providers
  • Creating and maintenance of operating manuals for high-tech systems, home offices and any place that requires regular maintenance
  • Record keeping (warranties, NDAs, tax documents)
  • Manage insurance
  • Protect and maintain executive privacy in transactions
  • Responsible for the security of the employer
  • Manage and pick up daily mail and receiving deliveries
  • Drop off and pick-up dry cleaning, personal shopping, care of clothing, etc.
  • Organizing, the home office and other areas  
  • Coordination and scheduling of service contractors
  • Supervision of service contractors
  • Manage handyman and vendor work as needed including qualifying the level of work
  • Responsible for the hiring and supervision of other supporting staffs  
  • Conducting research and performing detailed analysis to complete various projects
  • Coordinate other staffs at remote locations
  • Other duties as assigned

REQUIREMENTS:

  • 3+ years of recent, long-term, professional experience as an Executive Personal Assistant
  • Executive Assistant experience
  • Must have strong organizational skills and attention to detail
  • Ability to adapt to changing situation and to evolve along with it
  • Strong written correspondence and verbal communication skills
  • Strong computer operation experience
  • Expert level skills in Microsoft Word, Excel, PowerPoint and Outlook
  • Reliable, honest, and trustworthy
  • Maintain respectful relations to all the interfaces made on behalf of the employer
  • Ability to plan, organize, and multitask with minimal supervision
  • Ability to handle confidential information professionally
  • Strong calendaring experience, preferably dealing with complex meeting scheduling and shifting priorities
  • Complex Travel arrangements  
  • Valid driver’s license, access to reliable transportation, proof of auto insurance and safe driving record
  • Up to date vaccination
  • Background checks expected
  • Ability to identify and care for fine china, silver, crystal, artwork, antiques, and cars

 Full-time; some flexibility preferred.