Personal Assistant to Chief Executive Officer

Position Summary: The Personal Assistant to the Co-Founder provides various personal and professional duties.

Essential Function and Responsibilities:

Prepares and organizes meetings, parties, and other social events with Events department

Assists in calendar scheduling, traveling arrangements and itinerary

Assists in other personal errands and tasks for other family members as needed

Verifies and confirms appointments

Learns family preferences and anticipates needs

Schedules appointments and organizes personal activities

Composes personal correspondence and runs errands

Keeps track of expenses (managing receipts, logs, credit card reconciliation and reimbursements)

Handles and submits purchase request forms for principals

Provides administrative support and assistance at Market America sponsored events and meetings

Shop for gifts, when needed

Prepare/pack luggage for principals when traveling

Notifies appropriate personnel of problems and issues

Manages files and documentation with the utmost level of organization

Opens packages, manages tracking, pending and delivered orders; often large volumes

Assists with office duties in the absence of other staff

Leads or assists with ad hoc tasks and projects as they arrive daily

Ensures that policies are understood and observed by staff in the areas of security, confidentiality, interaction with family and guests, expenditures of funds, vehicle use, and job performance

Complies with company policies and procedures

Partners with the family to ensure needs are met

Supports the Company’s Safety Programs

Acts as an ambassador and champion of the company culture, ethics, and values

Performs any other functions and duties assigned and necessary for the smooth and efficient operation of the Principles Estates.

Education & Experience:

High School Diploma or equivalent

Five years’ experience in assisting high profile individuals

Valid driver’s license required

Experience in managing various levels of employees with different educational backgrounds, work style habits and employment histories

Computer/Communication Skills:

• Proficient use of MS Office Products (Outlook, Word, Excel, PowerPoint)
• Tech savvy especially with smartphones and Apple devices
• Advanced ability to perform standard administrative tasks such as email correspondence, scanning, faxing, copier usage, printing, replenishing toner, etc.
• High energy level, comfortable performing multifaceted projects in conjunction with day-to-day tactical activities
• Ability to get along and work with diverse personalities; tactful, mature, flexible
• Proven ability to handle confidential information with integrity and discretion
• Thrives under pressure of deadlines and changing priorities
• Ability to be consistent and remain determined, focused, confident, and in control under pressure
• Prioritizes and models good communication skills; follows up, timely responses, proactive and positive in approach

Above moderate to high levels in reading comprehension, writing, and speaking in English; active listening; attention to detail; critical thinking; creative problem solving; complex problem solving; and judgment

• Participative management style—advocate of team concept
• Ability to establish credibility and be decisive—but is able to recognize and support the family preferences and priorities to advance the organization
• Results and people oriented, with judgment to balance other business considerations
• Service oriented, but assertive/persuasive

Long or odd hours and weekend & holiday coverage as needed

• Daily schedule will vary with a normal work week of 45-50 hours
• Weekends and evenings will be needed, frequency will vary depending on staff levels and the needs of the Estate

Travel:

Local travel

Travel up to 25%, often with little notice

Physical Requirements and Work Environment:

Working within a family estate, frequent interruptions and changing priorities, guest & vendors coming and going

Intense, fast pace working environment

Home office environment with little exposure to dust and weather conditions prevalent at the time (i.e., cold hot/humid)

Routinely uses standard office equipment such as computers, phones, cameras, photocopiers, and filing cabinets

Regularly required to talk, walk, stand, bend, twist, reach with hands and arms, stoop kneel and crouch

Frequently lift, carry, pull, and push up to 10 pounds; occasionally, up to 30 pounds

Good (corrected) eyesight and hand/eye coordination