Pembroke & Co. is seeking an Executive Personal Assistant to join the team! This position will provide both personal and professional high-level support to the CEO and COO.
The ideal candidate will take a proactive approach to handling the wide array of day-to-day matters that arise, and seamlessly handle the dynamic schedules of the executive team. They’ll present a high-level of professionalism, with excellent interpersonal and communication skills.
While this person will primarily work out of company headquarters in Boston, an average day may also be spent at the executive’s residence, from home, or “on the road”. Regular business hours will be expected Monday to Friday, though there will be some support & communication needed off-hours. There may also be some travel required, approximately 5-10% of the year.
Responsibilities
Calendar Management:
- Manage the executive team's calendars, providing timely reminders and preparations for upcoming events, appointments, obligations, and meetings.
- Ensure that the executive team's travel plans, appointments, and meetings align with both business objectives and personal preferences.
- Serve as a liaison between the executive team and employees to confirm ad-hoc questions, meetings, etc. do not interfere with the executives' schedule and availability.
- Assure executives stay on track with their calendars, making adjustments, rescheduling, and checking in with them as needed.
Executive Assistant Functions:
- Perform a range of administrative tasks, including managing presentations and spreadsheets, and preparing correspondence with key stakeholders.
- Assist with monthly newsletters, including researching, gathering information, and creating initial drafts.
- Support social media management by drafting copy, images, taking photographs, and scheduling social media posts.
- Attend meetings, take meeting minutes, and support company projects and long-term vision.
- Coordinate business travel; arrange accommodations, flights, transportation, and activities, and develop agendas to align with business requirements.
- Manage external contacts, such as clients and vendors, by ensuring that contact information is kept up to date and communication is properly tracked.
- Represent executives by greeting external visitors, coordinating company lunches, dinners, and meetings, and preparing office space as needed.
- Complete office tasks such as printing, reviewing mail and invoices, processing expenses and reimbursements, scanning and filing documents, and maintaining executive files.
- Act as office manager; responsible for inventory, equipment, supplies, cleanliness, and building maintenance in collaboration with property management company.
- Partner with HR (human resources) to plan company events such as team outings and holiday parties, coordinating with venues and other vendors.
- Additional tasks and projects as required.
Personal Assistant Functions:
- Schedule medical, exercise, wellness, and personal appointments for the executive team; maintain strong relationships with vendors and offices.
- Create meal plans, do grocery shopping weekly, and order/pick up lunches as needed daily.
- Arrange personal travel plans; research, make recommendations, and book accommodations, flights, transportation, activities, etc. to the executive teams’ personal preferences.
- Handle pet care, appointments, and pet sitting as needed.
- Assist with planning personal events, such as birthdays and holidays, which may involve help with selecting gifts, cards, and decorations.
- Assist executives with organizing their wardrobes, packing for travel, and/or planning their outfits for events or meetings.
- Ensure proper maintenance and upkeep of the executive team’s vehicles and residence as required.
- Additional tasks as needed.
Qualifications
- Bachelor’s Degree or equivalent experience required.
- A valid driver’s license is required.
- 3+ years’ experience in a personal, executive, administrative, or similar assistant role is required.
- Experience coordinating travel, domestic and international, is required.
- Excellent time management. Ability to meet deadlines and understand time-sensitive material.
- Proven ability to foresee problems before they arise and provide creative solutions.
- Proficient with MS Office applications, including Outlook, Excel, Word, and OneDrive.
- Ability to demonstrate a high level of professionalism at all times.
- Demonstrates discretion; understands the importance of sensitive and confidential material.
- Excellent verbal and written communication.
- Strong attention to detail.
About Pembroke & Co.:
Founded in 2015, Pembroke & Co. is a full-service consulting firm specializing in loss prevention, business and HR consulting, and recruiting services.
Pembroke & Co. has a culture built on the ethics and morals of the highest standard. We are self-starters, resourceful innovators, and creative thinkers. We believe in transparency with our clients as well as with our team members. Open discussions where everyone’s voice is heard are the key to our strong foundation.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
License/Certification:
- Driver's License (Required)
Location:
Work Location: On the road