Schedule:  Office hours 9:00-5:00 M-F. Position requires some availability outside of those hours.

Compensation:  $80,000/year +

Benefits: 401k, Health benefits, Life insurance

Overview

Established Dallas couple is looking for a Personal/Executive Assistant with heavy experience in travel coordination.  They are replacing a long-tenured staff member that recently left.  The ideal candidate will have a strong background in a corporate environment and understand the dynamics of Private Service.  The office is a formal and traditional corporate environment where every member of the team is on the same level and work as a TEAM that responds to the needs of the Principals, who are very approachable and interactive with their staff.  Mr. & Mrs. are extremely active with a variety of boards and charities a great candidate is going to help them stay on track and on time.

Requirements

• Experienced as Administrative Assistant to CEO
• Experienced as a Personal Assistant in a Family Office Setting
• Mature
• Efficient
• Very detail-oriented and careful
• Highly organized
• Intelligent
• Positive Attitude
• Exceptional phone skills
• Professional in conduct and appearance
• Professional and respectful demeanor in dealing with all peers and staff
• Enjoys other people
• Team player
• Discreet; doesn’t ‘speak out of school’
• Careful, independent worker
• High sense of job-responsibility
• Good judgment
• Unflappable
• Strong work ethic

General

• Able to juggle and dynamically prioritize multiple calendar entries and coordination of various projects
• Ability to keep and juggle schedules accurately and deal with vendors, customers and other executives and their assistants.
• Work closely and communicate openly and continuously with others in the office

Technical:

• High level of proficiency with Windows Office, especially Outlook, Word and Excel.
• Ability to create and merge documents through Outlook and Word
• Ability to maintain multiple calendars with considerable, frequent changes.

Duties & Key Success Factors

• Travel
  • Making and monitoring all Family and Crew travel arrangements, including hotel interface at the GM level, transportation needs, etc.
  • Preparation of itineraries
  • Interfacing with crew on all matters except expense reimbursement and plane maintenance
  • Maintaining Crew Calendars
  • Maintaining charts relating to crew work and travel
  • Crew meetings – schedule and attend
• Invitations & RSVP Lists for Parties/Events
• Database entries and maintenance
• Miscellaneous transportation for visitors and family
• Maintenance & Record Keeping for all three residences
• Charity & Function ticket distribution and monitoring
• Important Numbers and Resource Lists – Updating, preparation and distribution
• Maintaining order binder and lists, including shipping and receiving.
• Personal/Christmas/Birthday Gifts management. From shop to ship.
• Assist as needed regarding Christmas Cards, Christmas Gifts, and other projects and events.