Executive / Personal Assistant – White Plains

White Plains, New York
The Calendar Group
Small law firm is searching for an Executive/Personal Assistant to relieve the managing partner of administrative tasks. This vital role encompasses both business and personal assistant-type tasks, all of which are expected to grow during tenure with the firm. The ideal candidate is diligent, hardworking, flexible, enthusiastic, and cheerful. Willing to work nights and weekends as needed.

Primary Tasks:

• Manage Outlook, triage incoming mail, and delegate when possible.
• Organize and confirm meetings, including maintenance of calendar.
• Regular update of CRM database.
• Answer and make telephone calls.
• Collect data and plan travel for business and personal trips.
• Prioritize correspondence, with the expectation that EA will eventually prepare responses.
• Assist with household duties, including doctors’ appointments, managing household repairs, on-line ordering, shopping, managing donations, picking up children from school or other appointments. and other personal errands (dry cleaner, pharmacy, supermarket, hardware store, etc.); assist with maintenance of car registrations and insurance requirements; categorize and organize multiple personal insurance policies.

• Record and prepare meeting minutes; follow-up on delegated matters.
• Work with office manager to anticipate office needs; evaluate new office products; place and expedite orders, when necessary.
• Prepare budgets for personal matters and follow-up to ensure compliance with budgets.
• Prepare personal checks for signature.
• Delegate tasks and responsibilities to other firm staff members, when appropriate.
• Interact with clients when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to managing partner when they cannot be resolved.
• Prepare and develop a records management system for personal finances; maintain and recommend changes to records system, when appropriate.

Qualifications

• B.S. in Management or related field
• 3+ years administrative support or executive assistance
• Acute ability to problem solve, prioritize, and multitask.
• Proactive planning and creative thinking.
• Proficient in Microsoft Office: Word, Excel, Outlook
• Experience in accounting, payroll, or finance preferred.

Salary: DOE

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