Executive Personal Assistant

• Ensure efficient organization of all correspondence and documentation through electronic filing systems.
• Manage outgoing mail distribution and oversee timely delivery, in coordination with reception.
• Facilitate FedEx and courier packages as required, collaborating with reception.
• Coordinate meticulous travel arrangements, including flights, accommodations, and ground transportation.
• Prepare detailed travel itineraries for seamless journeys.
• Efficiently manage office calendars, scheduling meetings with C-level individuals from the real estate industry, Roman Catholic Church, and philanthropic sectors. A polished demeanor and appropriate decorum are essential.
• Prioritize projects and effectively communicate decisions or issues impacting the Managing Partner to the team.
• Handle expense claims processing for the Managing Partner.
• Provide proficient word-processing support, crafting memos, correspondence, and spreadsheet reports with meticulous attention to detail.
• Contribute to the development of operational procedures and execute special projects to enhance organizational efficiency.

• Process incoming invoices and manage deposits.
• Handle expenses and reimbursements for the non-profit foundation.
• Organize operating statements and identify procedural enhancements.
• Perform other duties as assigned.

• Demonstrated independence, initiative, and teamwork, coupled with exceptional organizational and prioritization skills.
• Ability to thrive under pressure, manage multiple deadlines, and handle stressful situations with minimal supervision.
• Proficiency in multitasking and prioritizing time-sensitive tasks.
• Extensive experience in travel coordination with agility in adapting to itinerary changes.
• Proficient in reading and comprehending contractual language.
• Exemplary professionalism and a drive for success.
• Advanced proficiency in MS Office applications, particularly Excel.

• Timeliness, meeting deadlines, and delivering high-quality work with attention to detail.
• Excellent proofreading skills and an eye for format and layout.
• Demonstrated initiative, creativity, and problem-solving abilities.
• Effective project management and business writing skills, with a focus on accuracy and confidentiality.
• Ability to anticipate needs and act as an extension of the Managing Partner, especially during travel or absences.

Vaco