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PEOPLE’S Executive Assistant will provide personal and professional support to the COO in all functional areas. The main duties include scheduling meetings, making travel arrangements and organizing daily calendars. The assistant must be able to identify and address the needs of senior managers and perform administrative tasks to ensure our company’s workflow runs smoothly.

 

Responsibilities

  • Coordinate with vendors to handle every aspect of complex travel logistics: private and commercial air, helicopter, chauffeurs, hotel arrangements, business luncheons, personal meals and entertainment
  • Manage personal travel schedule
  • During travel, maintain the same hours as the CEO, often getting up early to finalize details for business meetings, breakfasts and staying out late at press events or dinners with other executives and potential business partners
  • Coordinate with CEO’s spouse as well as home support staff, supporting multiple offices and homes, as well as maintaining personal vehicles
  • Attend federal, state and local meetings with Executives
  • Will be present in high-level and business-critical meetings with top-level executives to take meeting minutes and takeaways
  • Perform general clerical duties including but not limited to: typing reports, memos, letters and other documents
  • Coordinate and schedule on-site and off-site meetings with Executive Management and outside stakeholders
  • Answering phone calls and directing calls to appropriate parties or take messages
  • Record, type and distribute meeting minutes
  • Perform general office duties such as ordering supplies and maintaining records management database systems
  • File and retrieve corporate documents, records and reports
  • Open, sort and distribute incoming correspondence
  • Must be able to develop and maintain a filing system

Qualifications

  • 5-10 years administrative support experience
  • Associates Degree in Business, Project Management, or related field (preferred)
  • 25% of travel
  • FBO- private airport experience (preferred)
  • Available on weekends
  • Proficiency in technology software, desktop electronics, MS Office
  • Possess strong interpersonal and communication skills
  • Strong people skills and able to wear many hats
  • Proficient at multi- tasking and attention to detail in a fast-paced environment
  • Positive team player who works well with others