Public Relations Executive Assistant (Midtown)

Feb. 10, 2012

New York, NY

Confidential

POSITION TITLE: Chief Aide/Executive Assistant-Proven Ace

SUMMARY OF POSITION:

One of the leading, prominent boutique Public Relations, Brand Architecture, and Event Design firms is seeking a bright, organized, resourceful, dynamic Executive Assistant to join our flourishing firm.

The Chief Aide is the key liaison and communicator for the President with staff, clients, media and external business affiliates. As the President's representative, you would be expected to manage and maintain key relationships with all key business affiliates. We are seeking an experienced polished Executive Assistant to serve as a personal liaison between the Chairman, clients & staff. It is imperative that the Assistant has the sophistication to communicate effectively with people at all levels of management and handle highly confidential matters. Due to the Chairman's extremely busy schedule, the Assistant needs to be accessible on weekends and evenings to handle ongoing activities.

RESPONSIBILITIES:

The position is multifaceted and requires a seasoned professional. This resourceful highly energetic, creative, self-motivated individual must possess proven administrative, communications and project management skills. The responsibilities of the Chief Aide/Executive Assistant will include, but are not limited to:

Provide oversight, serve as a "gatekeeper" and principal liaison; driving force of all communications between business entities and internal departments: strategically protect CEO's calendar and time; provide oversight for flow of communication; monitor calls; ensure at extremely fast-paced office is organized and that all bases are covered; manage timing; anticipate needs in order to ensure that all the information required is always at hand; conduct due diligence to acquire background material in support of outstanding questions; provide key information to assist with responses; manage planning logistics for domestic and international trips; prepare correspondence consistent with general direction; implement process improvement programs and strategies; resolve crises; maintain tasks lists and status reports; create, design and implement processes and procedures utilizing current technology; responsible and accountable for projects from beginning to end;

Interact with industry executives and talent; manage/maintain personal calendar. Responsible for Chairman's personal expenses. Manage expenditures & petty cash. Prepare correspondence, when required, consistent with general direction from Chairman and staff; Respond expeditiously to diverse assignments and take responsibility for projects from beginning to end. Consistently operate with a sense of urgency while not losing sight of the details!

Manage by directing and coordinating activities based on CEO-directed goals; No task is too small. Candidate must have a "whatever it takes" attitude; Develop a relationship that enables you to anticipate CEO's needs and to work in partnership, jointly discerning common objectives and working on common problems; Serve as liaison with internal/external staff in order to understand and track firm-wide goals and concerns

Provide administrative support-- answer a multi-line phone system with excellent phone manner and superb business etiquette, preparing call lists and status reports for review and use by the President, compose correspondence for distribution, and assist in managing, maintaining and consistently updating the agency database

Scout, secure and oversee intern staff

Position specifics:

I. Information Management

Heavy Telephone contact; respond to calls, follow up as needed.

Review incoming mail and e-mail; take complete responsibility for follow up, draft/respond to correspondence, inquiries and invitations. Route mail to other executives when needed for handling; follow up as required.

Provide daily activity report to CEO on status of all activities (requests, open items, etc.) from each member of staff. This is especially critical when traveling to keep up-to-date by headlining the critical issues-and providing general information about less critical topics.

Research issues, gather data, and develop materials for internal and external meetings, or for other purposes, as needed.

II. Planning: Due Diligence

Monitor calendar; Anticipate potential issues regarding calendar, and ensure that there are no scheduling conflicts.

Meeting preparation: manage requirements/ needs of individuals involved; track and manage meeting requests and telephone calls that require attention.

Arrange appointments, meetings, speaking engagements, board meetings, philanthropic activities, various business and social events. Responsibility for coordinating accompanying materials.

Oversight of complex planning logistics for domestic and international trips; assure accuracy for detailed itineraries and agendas.

Facilitate the successful implementation of projects initiated by CEO and senior advisors:

o develop a framework to clearly support strategies, sub-goals and processes

o coordinate with all participants

o set standards and deadlines for component activities and requirements

o monitor all phase to ensure appropriate follow-through and attention to detail

o anticipate potential problems; plan for contingencies

o provide clear, accurate status information to appropriate parties

III. Coordination/ Detail Management

Provide oversight and ensure accuracy in critical details and coordinate all activities relating to:

o incoming/outgoing communication

o calendar coordination and cross-checking of facts

o travel arrangements: aircraft, arrival times, ground transportation, VIP Services

o meetings, agenda times, participants confirmation

o coordination of briefing materials

o open items/unresolved questions

o timely completion of tasks by support staff; ensure deadlines are met

o event planning

o board meetings

o household-related projects

REQUIREMENTS:

The ideal candidate for the Chief Aide/Executive Assistant position should have a college degree, and ideally with minimum of (3) years experience with demonstrated increased responsibilities and possess the following characteristics and skills:

TYPE A Personality with excellent written and verbal communication skills

Ability to deal with high-profile relationships, internally and with external business affiliates.

Commitment to excellence. Unwavering loyalty. Team player; consistently sharing and communicating information.

Reliable, trustworthy, flexible- CONFIDENTIALITY A MUST. Always operate with discretion.

Outstanding computer skills are required including but not limited to proficiency in MS Word, Excel, Power Point, Blackberry, IPOD and the Internet

Able to maintain composure in an extremely fast paced, entrepreneurial/ creative fluid environment.

Exceptional interpersonal skills; must be charismatic and have ability to communicate respectfully with all walks of life.

Able to work under tight deadlines; remain aware of shifting priorities; anticipate last "second" changes. Always have a plan B in place.

Self-managed; skilled at managing a high volume of work and deciphering what's immediate from what can wait.

Manage tasks and projects to successful outcomes; communicate and coordinate.

Willingness to take on additional responsibilities and pitch in when needed.

Must be highly connected in NY (knowledge of the top restaurants, nightclubs, and best chefs) and if uncertain MUST have the resources in place to find out.

Must be able to travel internationally.

Possess a thirst, hunger and tenacious spirit

Demonstrate leadership and sustain team organization in an effort to meet deadlines

Must possess a valid driver's license.

Must be able to pass a security background check.

Must be legally able to work in the U.S.

Bilingual preferred but not necessary.

ABOUT OUR COMPANY:

We are a well established public relations, brand architecture and event design firm, representing high profile clients in the Corporate, Political, Music, Sports, Television, Film, Luxury, Fashion and Non-profit arenas. We provide a wide array of services including Public Relations, Global Branding, Event Design, Crisis Management, Entertainment and Sports Marketing.

If you are a high achiever committed to elevating the standards of excellence you will love our fast paced fertile environment: exciting, high energy, driven to dazzling our clients and giving you the platform to be the best executive assistant. You will be working in a modern comfortable NYC office space surrounded by great teammates in a fast paced culture committed to excellence and high achievement.

Competitive salary based on experience

We strive to attract, hire, motivate and retain the best talent. For consideration please submit resume and cover letter.