Job Details

VA Enterprises of Grand Rapids is seeking a personal assistant position locarted in the Atlanta Georga area.

A Personal Assistant is an integral part of a dedicated and highly skilled team, responsible for providing outstanding customized service.  Maintaining a high level of client satisfaction is critical to the success of this position.  The individual in this role is responsible for handling personal, household, and administrative affairs in support of the Principals.

DUTIES & RESPONSIBILITIES:

• Handle multiple priorities and deadlines with excellent follow through, flexibility, and confidentiality.
• Perform household responsibilities, including shopping, errands, and coordinating logistics.
• Perform bookkeeping responsibilities, including printing checks, bill pay, and reconciliation using Quicken.
• Arrange complex and detailed travel plans, including researching and drafting itineraries, reserving accommodations, scheduling cars/drivers, arranging aircraft or other transportation, and/or meal service.
• Assist with household projects, seasonal decorating, gift purchasing/wrapping, event planning (set-up and tear-down, etc.)
• Serve as private Foundation communications gatekeeper, coordinating communications between the Principals and others; provide administrative support to the Foundation.
• Assist with planning and carrying out events and gatherings, including venue research, vendor selection and management, contract review, and logistics.
• Work closely with other household staff to ensure high levels of service to the Principals.
• Complete a broad variety of administrative tasks including: managing calendars and appointments; composing and preparing confidential or sensitive correspondence.
• Plan, coordinate, and ensure schedules are followed and respected; confirm appointments and meetings; serve a "gatekeeper" and "gateway" role, using discretion and sound judgment.
• Liaise with Executive Assistants and other staff of external organizations.
• Manage and maintain electronic systems, records, and contacts; assist with tracking, reporting, and document completion.
• Research, prioritize, and follow up on incoming issues and concerns, including those of sensitive or confidential nature; at times, assist in appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the Principals, external parties, and internal office support, demonstrating leadership to maintain credibility, trust, and support.
• Work closely and effectively with the Principals to keep them well informed of upcoming commitments, following up appropriately.
• Demonstrate professionalism and courtesy in representing the Principals through interaction with internal and external colleagues, vendors, and partners.
• Provide leadership to build relationships essential to the success of the Principals.
• Prioritize conflicting needs; handle matters efficiently and proactively, and follow-through on projects to successful completion.
• Effectively collaborate and communicate with others; attentively listen, ask questions, work well with others, and demonstrate a desire to be part of a team.
• Exercise sound judgment and an appropriate sense of urgency.
• Complete other projects as assigned.

REQUIREMENTS:

• College coursework preferred.
• At least 5-7 years of experience supporting Principals or executives.
• Position requires a servant-hearted person of highest personal integrity who is well organized, detailed, a problem-solver, and able to handle multiple projects and situations effectively to meet commitments.
• Proficiency in use of Word, Excel, Outlook, PowerPoint, technology, phone/video conferencing, and the internet.  Familiarity with Quicken preferred.
• An outlook of striving to exceed expectations and a personal demeanor of flexibility and graciousness are essential.
• Very strong interpersonal skills and the ability to build relationships with internal and external staff and partners.
• Highly resourceful team-player, with the ability to also be effective independently.
• Proven track record of providing outstanding customer service with a professional, tactful demeanor.
• Seeking a Forward thinking person who actively seeks opportunities and solutions.
• Ability to be flexible in work hours during unexpected schedule changes and special circumstances.
• Uncompromised commitment to the highest level of confidentiality and sensitivity to privacy in all aspects of job responsibilities must be exercised at all times.