Personal Assistant

$135,000 - $200,000/Yr

The Quest Organization - New York, NY

Full-time

Onsite - New York, NY

Professional, Scientific, and Technical Services

About the position

Our client is seeking a Personal Assistant to support a businessman in both his professional and personal life. The ideal candidate will manage various tasks to ensure smooth daily operations, including handling family-related responsibilities. The Personal Assistant will be responsible for managing the day-to-day schedules, coordinating activities, and ensuring seamless communication and operations. This role requires a detail-oriented and adaptable individual who can handle a variety of responsibilities with discretion and professionalism. The Personal Assistant will coordinate and manage professional and personal calendars, schedule appointments, meetings, events, and activities, and ensure timely reminders and follow-ups for all scheduled activities. Additionally, the role involves managing and responding to emails and phone calls, handling correspondence related to business and personal matters, and liaising with colleagues and other stakeholders as needed. Travel planning is another key responsibility, where the Personal Assistant will plan and coordinate business and personal travel arrangements, including flights, accommodations, and itineraries, ensuring all travel plans are well-organized and communicated in advance. The role also includes household and family management, where the assistant will coordinate with household staff and independent contractors, oversee household projects, manage household inventory, and order supplies as needed. Financial management tasks include paying bills, managing household expenses, maintaining records of financial transactions, and preparing reports as required. The Personal Assistant will also schedule and coordinate medical appointments, manage medications and health-related supplies, and handle insurance claims while liaising with insurance companies. Contract review is part of the role, where the assistant will review basic contracts and ensure they align with requirements and expectations, liaising with legal professionals as necessary. Finally, the Personal Assistant will handle personal errands and special requests as needed, manage miscellaneous administrative items as they arise, and ensure confidentiality and privacy of information at all times.

Responsibilities

• Coordinate and manage professional and personal calendars.
• Schedule appointments, meetings, events, and activities.
• Ensure timely reminders and follow-ups for all scheduled activities.
• Manage and respond to emails and phone calls.
• Handle correspondence related to business and personal matters.
• Liaise with colleagues and other stakeholders as needed.
• Plan and coordinate business and personal travel arrangements including flights, accommodations, and itineraries.
• Ensure all travel plans are well-organized and communicated in advance.
• Coordinate with household staff and independent contractors (e.g., nanny, gardener, housekeeper, etc.).
• Oversee household projects and ensure tasks are completed to satisfaction.
• Manage household inventory and order supplies as needed.
• Pay bills and manage household expenses.
• Maintain records of financial transactions and prepare reports as required.
• Schedule and coordinate medical appointments.
• Order and manage medications and health-related supplies.
• Handle insurance claims and liaise with insurance companies.
• Review basic contracts and ensure they align with requirements and expectations.
• Liaise with legal professionals as necessary for contract review.
• Handle personal errands and special requests as needed.
• Manage miscellaneous administrative items as they arise.
• Ensure confidentiality and privacy of information at all times.

Requirements

• Proven experience as a Personal Assistant or similar role.
• Excellent organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Proficiency in using office software such as Microsoft Office Suite and scheduling tools.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality are essential.
• Flexibility and adaptability to changing priorities and needs.
• Valid driver's license and reliable transportation.

Nice-to-haves

• Experience in managing household operations.
• Familiarity with travel planning and coordination.
• Background in finance or bookkeeping.
• Basic understanding of contract review.