Executive Assistant to CEO – Lifestyle Marketing PR Firm
We are seeking a dynamic and organized individual to support the CEO of our vibrant and fast-paced lifestyle marketing agency. This role involves a blend of professional and personal assistance, managing various tasks for high-profile clients. Key responsibilities include:
- Handle all IT needs at multiple locations (NY/CT/FL) and in the office, including attending weekly IT meetings with external IT partners to ensure seamless support for the CEO and the team.
- Collaborate with the CEO’s personal and business accountants to ensure accurate expense tracking, including handling important document shipments and processing. Ensure bills across different locations (CT/FL/NY) are paid promptly.
- Compose and send daily memos to the CEO with priority documents and follow-up lists.
- Manage day-to-day needs, including Amazon returns/orders, dinner reservations, makeup and hair appointments, and clothing drop-offs/pickups.
- Assist the CEO in managing four houses in Long Island, Florida, New York, and CT, in addition to handling business needs.
- Book doctor’s appointments and manage insurance claims, staying up-to-date with insurance enrollments.
- Coordinate with drivers and housekeepers to ensure flawless operations in all house locations. Conduct interviews for housekeepers and coordinate with hiring agencies.
- Plan and coordinate various meetings and events for the CEO, with heavy calendar management and follow-up.
- Ensure the CEO is prepared for all appointments and meetings by organizing deliverables, next steps, and ongoing projects.
- Coordinate with the digital team to manage and synchronize the CEO’s personal and business social media accounts.
- Organize travel arrangements, including coordinating with travel agents for conferences, client events, and speaking engagements. Create detailed itineraries for significant events.
- Develop and maintain a high level of professionalism among staff, executives, and clients, anticipating their needs proactively.
- Run personal errands for the CEO to allow consistent focus on in-office and work-related issues, ensuring tasks are completed from start to finish.
- Showcase strong project management and organizational skills.
- Possess strong verbal and written communication skills, attention to detail, and the ability to meet deadlines.
- Demonstrate an ability to handle high levels of confidentiality.
- Proficient in Word, Excel, Outlook, PowerPoint, Gmail, WebEx, Zoom, iPhones, and billing systems.
- Manage the Office Manager, including weekly one-on-one meetings and ensuring readiness for in-person client meetings and events.
- Manage Hubspot, our CRM, by adding new contacts and assisting with email campaigns for First Look.
- Handle multiple inboxes, ensuring important emails are addressed promptly.
If you are a proactive and detail-oriented individual with the ability to manage diverse responsibilities, we invite you to apply for this exciting opportunity to support our CEO in our lifestyle marketing PR firm.