Second Assistant to President
Interior Design Firm - Santa Monica, CA

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Summary:
Provide administrative support to the President and Executive Assistant, such as schedules appointments, gives information to callers, takes dictation, and otherwise relieves officials of clerical work and minor administrative and business detail by performing the following duties.

Duties

  • Coordinate and share duties with Executive Assistant
  • Keep President on schedule for both meetings and phone calls
  • Meet tight deadlines and anticipate the future needs of the President based upon inbound phone calls, request, etc.
  • Coordinate meeting set-up and master calendar for President
  • Coordinate high level and high volume travel plans and schedules for President
  • Maintain President’s belongings in a neat and orderly manner
  • Greet clients before and after meetings and ensure their visit is pleasant
  • Provide phone support and call rolling and manage daily call sheet
  • Route various paperwork (contracts, client correspondence, Human Resource forms)
  • Maintain general files, both physical and electronic
  • Manage intake of invitations and mail for President
  • Maintain digital photo files and imports
  • Oversee events, parties and fundraisers: coordinate with event planner and vendors; manage guest lists and invitations; staff the event
  • Manage personal and pet vendors and appointments
  • Liaise with project manager on President’s primary household security, audio/visual, groundskeepers, repairs and other vendors as needed
  • Misc. errands such as keeping the cars filled with gas and detailed, personal shopping and returns, picking up lunch, dropping supplies at President’s house, etc.
  • Manage weekend household in Palm Springs, including but not limited to, preparing the house for use by President and his guests, coordinating with Palm Springs staff and MSI designer assigned to the project, etc.
  • Other duties and responsibilities as assigned

**Fluent Spanish is a requirement. At very minimum a candidate must be able to hold a conversation. Please know that part of the interview will be conducted in Spanish.

Salary: DoE
Benefits: Medical, free dental and vision, and paid time off.


Indeed - 16 months ago - save job - block
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