Executive Personal Assistant to the CEO

Key Responsibilities

• Manage the Principal's complex business and personal calendars, ensuring priorities are aligned and scheduling conflicts are proactively resolved.
• Coordinate meetings, conference calls, board meetings, executive appointments, and special events.
• Prepare meeting agendas, presentation materials, briefing documents, meeting notes and follow-up action items.
• Serve as a liaison between the Principal, executives, business partners, vendors, and external stakeholders while maintaining professional relationships.
• Screen, prioritize, and manage incoming communications, correspondence, and requests.
• Draft, proofread, and prepare emails, reports, presentations, letters, and other business documents on behalf of the Principal.
• Conserve the Principal's professional and personal time by routing correspondence, initiating communications, preparing documents, and anticipating upcoming needs.
• Manage executive projects, ensuring deadlines are met while coordinating with executives, vendors, and cross-functional teams.
• Track deliverables, monitor progress, and follow up on outstanding action items to ensure successful project completion.
• Cooky personal travel arrangements, including flights, accommodations, transportation, visas, itineraries, and reservations.
• Prepare detailed travel itineraries and briefing materials.
• Coordinate travel logistics with internal teams and external vendors.
• Coordinate the Principal's personal and family schedules, balancing business commitments, family obligations, social engagements, and leisure activities.
• Oversee household operations, including coordinating domestic staff, vendors, contractors, maintenance, renovations, and special projects to ensure residences operate efficiently.
• Manage personal errands and lifestyle services, including shopping, meal planning, restaurant reservations, entertainment, travel preparations, gift selection, and other day-to-day personal requests.
• Schedule and manage medical appointments, wellness services, prescriptions, fitness activities, and other health-related needs while maintaining strict confidentiality.
• Plan and execute personal and professional events, dinners, celebrations, and social gatherings by managing vendors, venues, guest lists, invitations, RSVPs, and event logistics.
• Anticipate the Principal's personal needs and proactively manage priorities to ensure a seamless, highly organized, and exceptional lifestyle experience while exercising the utmost discretion and confidentiality.
• Aid with budgeting, bill payment, expense tracking, reimbursements, and financial recordkeeping while maintaining strict confidentiality.
• Organize personal and business documents, contracts, records, and digital files.
• Maintain secure filing systems, develop document retrieval processes, and ensure database backups are completed.
• Manage personal email accounts, records, subscriptions, memberships, and recurring administrative tasks.
• Handle highly sensitive personal, financial, legal, and business information with absolute discretion.
• Build and maintain trusted relationships with family members, executives, vendors, advisors, service providers, and external partners.

Additional Duties & Special Projects

• Perform additional responsibilities as assigned.
• Lead or support special projects, new initiatives, and ad hoc requests while maintaining flexibility in a dynamic environment.