Personal/Executive Assistant

Our client, an asset management firm headquartered in Stamford, CT is seeking a Personal Assistant/Executive Assistant to primarily support a PARTNER(based in Stamford, CT) in addition to providing lighter support to their CHIEF PEOPLE OFFICER(based in NYC).

This Assistant will primarily be a straightforward Personal Assistant with light business related responsibilities to the Partner who is  based in Stamford, CT.  In addition, the Assistant will be providing Executive Assistant support to the Chief People Officer who is based in the NYC office. While this role will mainly be sitting in the Stamford office(3 days of the week), this candidate must also be able to sit in the NYC office(1 a week). This candidate is WFH 1 a week.

Job Details

COMPANY: Asset Management Firm

POSITION: Personal/Executive Assistant

HOURS: 8:30am - 5:30pm, flexibility required

LOCATION: Stamford/NYC  (4 days a week in the office/1 day a week WFH)

The position MUST be able to get to the Stamford, CT office 3 days a week and MUST be able to get to NYC office 1 a week.  

COMPENSATION: $140k-$150k base DOE + bonus eligibility

DEGREE: Required 

Responsibilities:

Executive Administrative Support  

• Provide calendar management for the Partner & Chief Human Resources Officer based in NYC, including scheduling internal and external meetings. 
• Coordinate travel arrangements and process expense reports for the CHRO. 
• Maintain confidentiality and handle time-sensitive information with discretion. 
• Ensure timely and professional communication with all internal and external stakeholders. 
• Schedule business meetings and events
• Respond to emails and answer phone line
• Managing to-do list and send reminders to ensure completion of all tasks
• Expense reports

Personal Assistant Support 

• Provide personal support to Partner  based in Stamford, CT. 
• Book travel, communicate with vendors and personal accountants to ensure tasks are completed in a timely manner, submit insurance reimbursements, event planning, shopping errands, mailing and shipping duties, and various gopher tasks
• Manage a heavy personal calendar: schedule personal appointments (medical, real estate, finance, etc.) and family events
• Manage vendor maintenance for multiple properties: schedule maintenance (pool, HVAC, car and boat maintenance, sprinkler, waste management, driveway pavement, etc.), maintain vendor contact list and maintenance schedule, and follow up with vendors to ensure timely arrival and any follow-up maintenance that may be required
• Providing back up support to the other Admin in CT office 
• Schedule business meetings and events
• Managing to-do list and send reminders to ensure completion of all tasks
• Expense reports

Requirements

• 5-8+ years of experience working as a Personal/Executive Assistant for an executive

• Willingness to take on personal and business tasks at a moment’s notice
• Thorough and attentive to detail
• Strong written and verbal communication skills
• Organizational skills and the ability to multitask and prioritize projects while working on a deadline or in a fast-paced environment
• Maintain the highest level of confidentiality
• Connecticut Notary Public (preferred, not required)