Personal / Executive Assistant for C-Level Businesswoman, Professor

Seeking a highly organized and proactive Executive / Personal Assistant to support a Professional (C-Level) Businesswoman / Professor and her young son.

The ideal candidate will be detail-oriented and professional, with excellent communication skills and the ability to handle a wide range of administrative and executive support tasks.

Reliability and timeliness on a daily basis are critical. The position is in-person (Home / Office is 6 stories, 12,000 Sq feet on the Upper West Side of Manhattan)

Salary Range 85-95K

Hours are Monday through Friday 9AM to 5PM

No additional time or travel required

Position Summary :

The Executive Assistant plays a vital role in supporting the Professor with efficiency and professionalism. This position requires a high degree of discretion and confidentiality.

The primary responsibilities include scheduling meetings, arranging travel, and organizing daily calendars to ensure smooth operations and effective time management.

The Executive Assistant must be proactive, deadline-oriented, and possess excellent communication skills. A keen ability to anticipate needs and address them promptly is essential for maintaining the integrity of the household.

Ultimately, the Executive Assistant will be instrumental in ensuring the efficient and professional execution of tasks. The role demands a balance of technical skills, organizational prowess, and a commitment to maintaining high standards in a business / household environment.

Key Responsibilities of this Role :

• Efficiently manage and coordinate the Professor’s business and personal calendar (as well as for her son), schedule meetings, appointments, and travel arrangements to optimize time and productivity.
• The Professor has a 7-year-old son. Coordinate and arrange babysitting requests especially when she is traveling.
• Anticipate and resolve scheduling conflicts, ensuring priorities are addressed and deadlines are met.
• Serve as a primary point of contact, handling all incoming communications, including emails, phone calls, and mail, with professionalism and confidentiality.
• Draft, proofread, and edit professional and personal correspondence, reports, and presentations on behalf of the Professor, ensuring clarity and accuracy.
• Household and Document Management : Organize and maintain confidential files, records, and documents, ensuring easy accessibility.
• Assist in the preparation of meeting agendas, recording minutes, and following up on action items to ensure timely completion.
• Support the Professor in managing special projects, while tracking project milestones to ensure successful outcomes.
• Conduct web-based research, data gathering, to provide options and support decisions in multiple areas of the business and in running a household.
• Assist in organizing meetings, and travel arrangements, ensuring all logistical details are handled seamlessly.
• Coordinate maintenance and service appointments for the proper function of the home.
• Proficient computer skills (email, MS office suite, Zoom, Teams, Asana)
• Coordinate with Professor to maintain and update a Standard operating procedure (SOP) document containing important information for the household (Nannies, Doctors, Plumbers, and other practical and procedural information)

Experience and Skills Required :

• Proven experience as an Executive / Personal Assistant or similar role with 2+ years of experience, preferably supporting senior executives / owners.
• Proven track record of managing multiple tasks and projects simultaneously with a high degree of accuracy and attention to detail.
• Experience in corporate and / or household settings, and familiarity with office management procedures.
• Previous roles that required confidentiality and discretion in handling sensitive information.
• Excellent Communication : Strong verbal and written communication skills to interact effectively, both internally and externally.
• Organizational Abilities : Exceptional organizational skills with the ability to prioritize and manage time efficiently.
• Technical Proficiency : Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Gmail, Zoom, Teams, Asana and comfortable with various office software and tools.
• Problem-Solving Skills : Ability to anticipate needs, think critically, and offer solutions proactively.
• Interpersonal Skills : Strong interpersonal skills to cultivate positive relationships with colleagues and clients.
• Attention to Detail : High attention to detail and accuracy in managing schedules, preparing reports, and handling correspondence.
• Adaptability : Flexibility to adapt to changing priorities and the ability to work well under pressure.
• Professionalism : Demonstrated professionalism and a high standard of ethical conduct.

Core Competencies of this Role :

Ensures Accountability : Follows through on commitments; Acts with a clear sense of ownership; Takes personal responsibility for decisions, actions and failures;

Establishes clear responsibilities and processes for monitoring work and measuring results.

Communicates Effectively : Is effective in a variety of communication settings : Attentively listens to others; Adjusts to fit the audience and the message.

Provides timely and helpful information to other house staff.