Personal and Executive Assistant

An Executive Coach is looking for an executive and personal assistant to support her in her rapidly expanding business as well as to fulfill organizing/administrative tasks related to her family.

The EA works hand in hand with the Executive Coach, assisting her in all items managerial, organizationally, and administratively related, with the purpose to free the Executive Coach to work with clients and on strategic growth. On a managerial level the goal is to create systems, procedures, standardization, and transparency that will lead to greater efficiency and effectiveness. In addition, the EA will be adept at project management.

Personal Assistant to the family

Assist in all items managerial, organizationally, and administratively related. On a managerial level the goal is to create systems, procedures, standardization, and transparency that will lead to greater efficiency and effectiveness. Day to day task include but are not limited to:

Financial

· Ordering items on-line and keeping track of expenses, always thinking through price/value

· Payment of bills

· Insurance

· Credit cards (possibly understanding point system of credit cards to create efficiencies)

Documentation

· Computer filing

House related items

o Organization, maintenance, and supply coordination

Friends/Fun & Recreation

· Planning of events, vacations, outings, restaurant reservations, including tennis group, theater groups and book groups

· Restaurant lists and other recurring lists

· Signing up for activities

· Organizing gifts for birthdays, dinners, engagements and weddings – streamlining this process

· Holiday cards

· Thank you notes

· Keeping track of personal calendar

· Drafting emails

Projects that may come up for other family members

InspireShift is a boutique leadership consulting firm offering executive coaching, career development and organizational consulting InspireShift.com I Arjan@InspireShift.com I @Arjaneenkema I 914.381.3094

New York Office: 60 East 42nd Street, Suite 4600, New York, NY 10165

Westchester Office: 500 Mamaroneck Ave., Suite 320, Harrison, NY 10528

EA Responsibilities include, but are not limited to:

· Handling administrative tasks, such as electronic calendar, emails, business cards

· Optimizing calendar for client meetings. This requires judgement and critical thinking skills

· Communicate with corporate executives and their assistants to optimize scheduling and communicate on other administrative matters

· Administratively onboarding new clients

· Streamlining client material

· Client work, such as administering assessments, follow-up on coaching meetings, meeting notes, transcribing 360 interviews, keeping structured and organized client folders.

· Managing projects

· Coordinating of group meetings and major client projects

· Preparing reports, presentations, and correspondence

· Organizing events

· Managing databases and filing systems

· Upgrading, implementing and maintaining procedures/administrative systems

· Managing existing and creating new Excel spreadsheets for business use

· Workshop Streamlining and Preparation

· Preparing professional PowerPoint decks

· Maybe work on company website

· Writing and research assignments

· Booking and arranging travel, transport, and accommodation

· Liaising with suppliers, contractors, and partners

· Assisting Executive Coach to increase computer skills for greater efficiency

Suggested Qualifications:

· Bachelor or master’s degree with a strong academic background

· Discretion and trustworthiness: you will often be party to confidential information

· Flexibility and adaptability

· A focus on efficiency with strong organization, administrative and time management skills

· Structured thinker with the ability to see the big picture as well as a focus on details

Suggested Qualifications:

· Accuracy and high-quality deliverables

· Completely proficient in Word, Excel, PowerPoint

· IT savvy with the ability to learn new systems

· Great written and verbal communication skills

· Service oriented with excellent interpersonal skills

· Independent self-starter with ability to multi-task in a fast-paced environment with excellent judgement

· An attitude focused on quality and care

· Prior relevant work experience preferred

· Social Media, Marketing, and Project Organization experience a plus but not required

· A positive and solution-oriented attitude with the willingness to learn

Pay: $43.00 - $51.00 per hour

Work Location: Remote

InspireShift

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Executive and Personal Assistant