Job Description

Client Overview: Our client, a very popular cosmetics brand, is seeking a Personal/ Executive Assistant to support their Creative Director.

Role Overview: This position consists of a five-day workweek of Monday through Friday, roughly 10am to 6:00pm with flexibility and willingness to work additional hours as needed upon request. The position will require domestic and international travel. The Assistant will work in tandem with another Assistant to the Creative Director. The ideal candidate is meticulous and prioritizes efficiently. The ideal candidate must have experience working for a C-level Executive is flexible with frequent, last-minute changes in schedule.

Personal Assistant Responsibilities:

• Managing and maintaining busy and ever-changing executive and personal calendar; facilitating all appointments, meetings, and conference calls
• 24/7 availability via phone or email
• Acting as a gatekeeper to the Creative Director and managing a high-volume of phone calls and emails
• In-person assistance during domestic and international travel with availability to travel from a few days to a few weeks
• Availability to work in person in various locations in Manhattan on business days and occasionally on weekends
• Creating, formatting and editing correspondence, presentations and meeting notes
• Coordinating domestic and international travel and logistics; providing accurate detailed itineraries
• Accepting packages in own residence/corporate office/principal’s residence
• Shipping packages with FedEx/UPS/DHL
• Scheduling personal appointments, meetings, and activities upon request
• Maintaining and organizing company files with sensitivity to confidential information
• Serving as a liaison between multiple departments
• Working in tandem with a second assistant to ensure all tasks are completed
• Running personal errands as needed upon request
• Assisting with special and ad hoc projects
• Additional general Assistant duties as needed upon request
• Overseeing the organization and coordination of various residences
• Preparing and processing expense reports through the company’s system

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