Full Time Executive/Personal Assistant in Coral Gables
A multi-faceted entertainment entrepreneur who has their hands in all areas of entertainment/fashion/media/social media/philanthropy etc., is seeking a highly experienced Personal Assistant. This is a TRUE 24/7 right hand assistant which requires the candidate to be with the principal whether they are in meetings, traveling, home, or offices. You will be the liaison and communicator to other team members across all of the businesses. You are responsible for ensuring that all necessary parties are aware of the flow of information day-to-day, so everyone in the camp is kept in the loop at all times. You will provide exceptional administrative support to the principal. You will be a true problem solver and excellent at anticipating needs and/or being aware when shifts in a schedule will affect the rest of the day/ team.
You will be responsible for managing busy schedules, material preparation, running errands and ad-hoc projects. Impeccable integrity and discretion in handling confidential information, and professionalism in dealing with a variety of personalities is key. This is a unique opportunity to be involved in a dynamic team with an amazing culture. This role will be highly visible and impactful across the entire organization.
What you get to do:
Complete a broad variety of administrative tasks including managing an active calendar of appointments, monitoring and responding to emails and agendas including all personal appointments
Organize and facilitate meetings as necessary (e.g., creating agendas, taking notes and action items, drafting correspondence, and following up to see action items through to completion)
Handle logistics, planning team meetings, handling all travel and all important details for the principal - including orders for charters when travelling.
Prepare and coordinate collection of information and communication for business and home teams
Packing for trips, outfit planning with principle and stylists depending on the event/reason for travel, provide support at fittings, taking note of garments that need tailoring.
Sort through shipments of clothing, archive clothing/sneakers/other items received from various brands in storage.
Manage studio house to ensure it's stocked at all times
Understand key objectives of the principal to help prioritize activities appropriately each day for each area of business
Catering orders for the team and family. Making lunch and dinner reservations.
What you bring to the role:7+ years work experience in the capacity of an Personal Assistant for a dynamic, entrepreneurial and creative entertainment executive or celebrity
Calendar management skills, including the coordination of complex executive meetings with multiple participants
Extremely tech savvy in general but especially in Google Suite, Microsoft and social media platforms
Demonstrated professionalism, exceptional written and verbal communication skills, and interpersonal skills
Ability to remain flexible and agile in a constantly changing environment
Acute attention to accuracy and ability to prioritize while juggling multiple tasks and competing demands concurrently, all the while maintaining calm under pressure
The ability to exercise both great judgement and discretion
Highly resourceful and adaptable team-player, with the ability to also be extremely effective independently
Proactive problem-solver. Thinks ahead, minimizes potential issues and identifies ways to improve