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Personal Executive Assistant

Company: William Ray Valentine LLC
Location: San Clemente
Posted on: February 10, 2024

Job Description:

Under general supervision, performs varied, complex, and confidential administrative work directly related to the business operations of WRV, including performing tasks in support of the President. This position requires an advanced level of professional administrative support broadly skilled and highly flexible team member to support a team of personal executive assistants both in the office and on the road, as travel is necessary for our business. This position handles clerical, personal, and administrative functions for the President. The ideal candidate will have excellent organizational skills, strong administrative background, personal accountability, and a high-energy, friendly personality. He or she must be comfortable in a variety of work settings (home, office, and on the road). In addition to adding value on the road and home, this person also will need to excel in the office. This person must be highly organized, capable of prioritizing duties, effective at managing time and communicating status effectively and reliably. The right person would take the initiative to pitch in wherever needed and fulfilled with being a part of a team. This person must be a self-starter who will complete daily duties with little to no supervision and few reminders.Essential Job FunctionsServe as a key interface with the executive team and gatekeeper to the President.Update calendars and coordinate appointments for President and her business administration office. Set upand coordinate the details of meetings.Update and edit various administrative reports and task lists.Translate and organize hand-drawn and hand-written structures, notes, tables, and figures into a usable electronic format for review and further editing.Support the booking of travel, dinner and entertainment and other associated planning.Office set up and preparation, including conference room set up, planning, cleanup, etc.Meal and snack preparation/planning for the Founder, at President's request.Other tasks, duties, and projects, as assigned.Support the management of the Founder's personal affairs, including but not limited to:caring for animals (dogs, horses) during the business day and while the Founder is out of town, as directed by the President.Provide support for party planning at Founder's personal residences, vacation locations, boat, etc, as directed by the President.Work within internal administrative systems to ensure reliability, sensibility, efficiency, organization, and effective time management.Independent decision making is required.Other DutiesInvolves domestic and international travel. Must have an updated passport and experience with travel. Travel is about 50% of the year.There will be the occasional long day, early morning and evening schedule and definitely being on-call after hours.Flexible work schedule/week. Mon-Fri but eventually will move to Tue-Sat or similar schedule to include a Sat or Sun.Requirements and QualificationsStrong interpersonal skills.Extraordinary ability to multi-task in an unusually fast-paced environment.Must be adaptable and flexible in an environment of constant demands and change.Team oriented, enthusiastic and proactive in anticipating and resolving the needs of the President.Absolute precision and attention to detail. High quality control capability.Excellent administrative skill set, with a proven understanding of the requirements of theadministrative support function within a professional office environment and personal setting.Ability to remain flexible, re-prioritize and respond to changing demands in an environment where littlesupervision will be provided at times.Excellent organization and time-management skills.Excellent verbal and written communication skills a must. Proofreading specialist.Basic mathematical skills (Excel spreadsheets).Strong research and reporting skills.Strong computer and electronics skills (iOS, Apple devices) including all Microsoft Office programs.OmniGraffle, Dropbox, Slack, and Clickup experience preferred.Strong sense of professional integrity and intuitive ability to behave appropriately in a variety ofcircumstances and situations.Willingness and ability to work in a variety of environments, including business office, home office, hotelsuites, boat, and vacation homes.Being resourceful is a MUST. Ability to think and work towards an outcome to resolve problems.Confidentiality is a MUST. Must be able to maintain confidentiality in handling and processing confidentialinformation and data.Must be comfortable around dogs and horses.Travel by car is occasionally required in this position. The person in this position must be capable of driving acar, must provide his or her own vehicle, and must maintain a valid driver's license and current automobile insurance.Education and ExperienceBachelor's Degree preferred or at least 5 years related administrative experience, preferably in an entrepreneurial environment.Physical RequirementsAbility to regularly lift, carry, push, and pull materials weighing up to 15 pounds, and occasionally up to 50 pounds.Ability to regularly sit and stand for long periods of time, occasionally climbing, balancing, stopping, crouching, crawling.Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.Ability to work under stressful situations.Compensation details: 70000-90000 Yearly SalaryPIab3a4f478ce2-25660-33782105

Keywords: William Ray Valentine LLC, San Clemente , Personal Executive Assistant, Other , San Clemente, California

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