The Grapevine Agency

An UHNW client based in West palm with a very busy life seeks a very experienced assistant accustomed to caring to discerning clients. . The position of Traveling Executive/Personal Assistant consists of being responsible for providing administrative and personal services to ensure effective and efficient day-to-day scheduling and improve the lifestyle of the principal.  MUST be Miami based — and open to travel as needed.  Up to 175K DOE plus benefits.

Tasks

•    Answer phone calls and direct calls to appropriate parties or take messages;
·       All appointments and reservations (beauty, fitness, medical, restaurant reservations) include diary entries, cancellations, and rescheduling.
·       Make travel arrangements (Research and book flights, accommodation, transfers, greeters, visas, currency, local staff, etc.)
·       Manage Personal documents (Passports, licenses, etc.)
·       Manage/update contacts
·       Maintain credentials and update with IT department (login’s, passwords, subscriptions,)
·       Maintain and manage household storage units
·       Manage car collection, with the assistance of Estate Managers
·       Running errands as requested
·       Day-to-day payments (vendors)
·       Ensuring personal technology such as computers (syncing and updated technology), phones (iPhone and landlines), Wi-Fi, etc., are working.
·       Medical insurance claims (pets)
•    Attend meetings to record minutes; Prepare reports, memos, letters, and other documents using word processing, spreadsheet, database, or presentation software.
·       Manage, maintain and review filing systems
·       Open, sort, and distribute incoming correspondence, including mail and email;
·       Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
•    Conduct research, compile data and prepare papers for consideration regarding design
•    Greet visitors and determine whether they should be given access to specific individuals;

Qualifications and requirements

•    Bachelor’s degree or equivalent.
·       Minimum 10yrs experience as an Executive Assistant or equivalent.
•    Ability to give full attention to what other people are saying and look for ways to help people actively.
•    Ability to adjust actions about others’ activities and manage one’s own time and others’ time.
·       Be able to travel with the Principal at a moment’s notice.

Competencies

•    Integrity – The job requires being honest and loyal.
•    Attention to Detail – The job requires being careful about detail and thorough in completing tasks.
•    Dependability – The job requires being reliable, responsible, and dependable in fulfilling obligations.
•    Cooperation – The job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
•    Concern for Others – The job requires being sensitive to others’ needs and feelings and understanding and helpful on the job.
·       Ambiguity – Making decisions on behalf of the principal.

Lines of communication

·       Report directly to Principal’s
·       Report to Chief of Staff

To apply for this job email your details to lori@thegrapevinela.com