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Fast-paced, private family office based between NYC and Miami is seeking to hire a Temporary to Permanent Executive Personal Assistant to support the Principal based in Miami, Fl. This position is ideal for a motivated, self-starting professional open to diving into both administrative responsibilities as well as special project assignments with excellent problem solving and critical thinking skills. Requiring 3/4 days in-office in Brickell, the candidate should have a 24/7 mindset with availability to travel 20% of the time.

Responsibilities:

Executive Assistance

• Assist the Principal with maintaining and monitoring tasks, scheduling, and deadlines
• Regularly interface with high-profile professionals, communicate on behalf of the Principal to clients, investors, partners, and board members
• Collaborate with the Deputy Chief of Staff to handle logistics for internal and external meetings, projects, and special assignments
• Manage expense reports and vendor invoices as needed

Personal Assistance

• Assist in scheduling personal appointments
• Coordinate personal travel end-to-end logistics, creating itineraries and making travel arrangements for groups up to 25
• Manage and coordinate personal matters for Principal and family including errands, scheduling and event preparation, working closely with spouse to support day-to-day needs of family
• Assist with ad-hoc job-related and personal requests as needed

Project Management

• Project management across complex properties and projects, including under-construction homes and boats
• Liaise with personal staff, executive support team, and management companies as needed to maintain and coordinate for existing properties (including homes, vehicles, boats)

Ideal profile and characteristics:

• Quick and agile thinker / learner able to function well in a high-paced, rapidly evolving environment
• Proven ability to meet deadlines, multi-task, and take full ownership of responsibilities
• Flexible and resilient with an eagerness to learn, receptive to constructive feedback
• Detail oriented with excellent time management and organizational skills
• High level of integrity, discretion, professionalism, and confidentiality
• Ability to anticipate the needs of the Principal, the team, and the company
• Tech-savvy and resourceful
• Proactive, positive, energetic personality with a can-do attitude
• Excellent written and verbal skills
• Advanced knowledge of Microsoft Office Suite, including proficiency in Excel
• Willingness to travel domestically and internationally to support on the ground as needed

Education and Experience:

• 5+ years executive/personal assistant experience; must have experience supporting a C-level executive and/or ultra-high-net-worth-individual
• Must have experience booking commercial/private travel and utilizing loyalty/reward programs
• Must have experience in project management
• Bachelor's degree preferred but not required

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