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CLOSED
Dallas, Texas
Posted 2 years ago

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.

Job Features

Job CategoryExecutive Assistant, Personal Assistant

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