Description
Position Overview
The Executive & Personal Assistant is responsible for helping the Founder manage day-to-day personal and business responsibilities. This individual serves as a central point of organization, helping coordinate schedules, meetings, travel, communications, errands, projects, and follow-ups across multiple companies and personal commitments. The ideal candidate is extremely organized, responsive, discreet, proactive, and comfortable working in a fast-paced environment where priorities can change quickly.
Requirements
Key Responsibilities
- Manage the Founder's calendar, appointments, meetings, calls, and daily schedule.
- Maintain a daily and weekly priority list and ensure important tasks are completed.
- Schedule and coordinate business meetings, personal appointments, dinners, events, and other commitments.
- Monitor upcoming deadlines and provide reminders and follow-ups.
- Coordinate travel, including flights, hotels, transportation, itineraries, and reservations.
- Prepare detailed itineraries and daily schedules when needed.
- Handle personal reservations, appointments, errands, purchases, deliveries, and other requests.
- Assist with business responsibilities across UTC, The College Butler, and Table and Chair.
- Communicate with employees, vendors, clients, partners, and other contacts on behalf of the Founder when authorized.
- Follow up with employees and managers regarding outstanding tasks and deadlines.
- Help coordinate interviews, meetings, employee schedules, and company projects with HR and management.
- Organize documents, receipts, invoices, contracts, and other important records.
- Prepare basic reports, spreadsheets, presentations, emails, and internal communications.
- Track outstanding payments, invoices, deposits, and administrative items and bring them to the Founder's attention.
- Coordinate vendors and service providers for personal and business needs.
- Assist with events, hospitality arrangements, client experiences, and special projects.
- Maintain contact lists and important company and personal information.
- Help organize the Founder's email, messages, and correspondence.
- Identify items requiring immediate attention and escalate them appropriately.
- Handle confidential personal, financial, employee, client, and company information with strict discretion.
- Be available for reasonable after-hours or urgent requests when required.
- Anticipate needs and solve routine issues before they require the Founder's direct involvement.
Benefits
- Paid Time Off (Vacation, Sick & Public Holidays)
- Training & Development
- Work From Home