Executive Assistant/Personal Assistant

Role Description: We are seeking a highly organized and proactive Executive Assistant and Personal Assistant to provide comprehensive administrative support and home support to ensure the smooth operation of daily activities at work and at home This role requires you to step into a role with many hats and is a blend of executive administrative support and project coordination skills to effectively assist in both personal and professional capacities. Attention to detail and ability to plan ahead are required skills. The family includes two young children, so a genuine enjoyment of being around children is essential.

Responsibilities:

• Support CEO directly as the go-to person for all needs including daily administration, calendar management, travel planning, project coordination, reminders, correspondence, etc.


• Review, research, and draft letters and documents; collect and analyze information


• Coordinate projects and/or events by capturing timelines, securing deliverables, and delivering progress updates


• Manage various one-time and ongoing projects with efficiency, accuracy, and proactivity


• Act as a spokesperson for the CEO on some matters, sometimes making administrative decisions and taking action in their absence


• Provide home support such as organizing, stocking, maintaining household spaces, managing supplies, and supporting events


• Review and proof text, documents, and websites as needed


• Liaise with other staff and/or manage vendors and contractors for various projects


• Act as chief problem solver when household issues arise


• Assist with car related maintenance and driving on occasion


• Create and/or manage databases and filing systems


• Coordinate sponsorship contracts, signing, creating invoices, and following up as needed


• Serve as gatekeeper, screening requests and directing inquiries to appropriate contacts, while handling urgent issues


• Prepare documents, presentations, and correspondence, ensuring policies and procedures are followed


• Create budgets and track expenses


• Perform miscellaneous tasks such as managing ingoing/outgoing mail & returns, running errands, making dinner reservations, shopping (in-person and online), etc.

Additional Requirements:

• Hybrid schedule and location (remote and in the field)


• Must be local to Flemington, NJ (within 20-mile radius)


• Ability to maintain professionalism and confidentiality at all times

Ideal Candidate:

• Highly organized, detail-oriented, and proactive; a lover of Excel spreadsheets and attention to detail


• Tech-savvy with experience in scheduling, task management, and digital tools


• Comfortable working in a creative, fast-paced environment


• Discreet, professional, and able to maintain confidentiality and handle sensitive information with care


• Trustworthy and reliable with a positive attitude


• A self-starter and forward thinker who takes initiative, anticipates needs and is able to adapt quickly


• Ability to thrive and solve problems under pressure


• Ability to perform physical tasks such as lifting, bending, and standing for extended periods


• Must be able to work and communicate appropriately, efficiently, and effectively with various types of individuals (household, volunteers, vendors, staff, children, credentialed professionals, etc.); Extremely personable and skilled at relationship building


• Highly effective verbal and written communication skills; ability to communicate concisely


• Willingness to take on a wide array of tasks and ability to keep many plates spinning at once; the ability to prioritize and manage time wisely


• Proficiency in meal planning and preparation


• Excited and willing to research, arrange, plan, and support the coordination of domestic and international travel bookings


• Flexibility in handling urgent company and personal matters as they arise

Qualifications

• Experience as a personal assistant, executive assistant, or household manager (minimum 4 years)


• Must have solid proficiency with all Microsoft products especially Office, Excel, Word, and OneDrive


• Flexible schedule and adaptable to changing priorities


• Legally authorized to work in the United States


• Traveling experience required


• Experience with budget planning and tracking expenses


• Must have a reliable car, clean driver's license, pass background check including fingerprinting, and pass drug test


• Associate's degree or higher


• CPR and First-Aid certifications preferred and/or willingness to obtain


• Must like being with children and be comfortable around cats

This is a great opportunity for someone who enjoys a dynamic work environment and supporting a busy, creative household!

Salary range: $70,000 - $85,000 based on experience