Personal Assistant/Executive Assistant
Winchester Carlisle Companies

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PLEASE READ FULL JOB DESCRIPTION before applying.** All candidates MUST complete a culture index survey for your application to be reviewed. Please follow this **Winchester Carlisle Culture Index Survey** to complete and return to the application._*

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Purpose*

Provide personal and administrative support to the Entrepreneur CEO by organizing meetings, special events, and travel; handling information requests; and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and processing expense reports. This job consists of a personal assistant to CEO as well.

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Responsibilities: *

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Administrative*

• Coordinate all aspects of travel arrangements and create travel itineraries to include but not limited to flights, ground transportation, hotel, daily activities for primary CEO and additional travel members
• Provide quality customer service to all internal and external business partners
• Protect and secure confidential and proprietary information and papers
• Answer phone calls and direct calls to appropriate parties or take messages
• Prepare and edit correspondence, reports, and presentations
• Process all expenses, reconcile invoices, payments, etc.
• Provide administrative support:

• Maintain multiple calendars and contact lists.

• Process registrations for seminars, conferences, and other events.

• Meet and greet guests in the office; answer, screen, and place phone calls for the CEO.

• Receipt and review daily mail. Research and collect information as requested.

• Accessible by phone after hours as needed.

• Assist with family office support.

• Backfill duties of an office manager when needed.

Organization

• Organizing and maintaining electronic files and records and notes
• Scheduling, confirming, and following up on meetings, appointments, and special events
• As authorized, ensure outgoing documents are accurate, comply with company policies, and reflect the CEO and company’s views
• Prepare invoices, reports, memos, letters, financial statements, and other documents
• Deliver supporting documents to CEO in preparation for meetings
• Take action as directed and needed to support the CEO

Knowledge:

• Able to recognize problems and propose solutions in regards to immediate responsibilities
• Able to support and enhance change
• Able to maintain the confidentiality of information
• Able to communicate effectively – orally and in writing
• Demonstrate an understanding of the responsibilities and objectives of the company
• Demonstrate proficient computer skills, including Excel, Microsoft Outlook, OneNote, Teams, Sharepoint, Word, and PowerPoint, and Internet search capabilities
• Experienced in managing multiple tasks
• Able to prioritize and adjust focus based on changing needs, ensuring task completion

Skills & Abilities:

• Calm, positive, flexible and unflappable demeanor
• Poised character, exercising good judgement with minimal oversight
• Able to use discretion and protect privacy of CEO and family
• Strong attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines
• Use initiative and maintain firm sense of responsibility
• Excellent project, management and organizational skills
• Resourceful and creative problem solver
• Ability to research
• Strong negotiating skills
• Ability to communicate effectively at all levels
• Strong written and verbal communication
• Good relationship builder
• Demonstrate punctuality, time management, organization, planning, and coordination skills
• Demonstrate writing, editing, proofreading, and proficient typing skills

• Organized with a systematic approach to tasks to achieve accuracy and efficiency
• Excellent awareness of and prompt follow up to CEO’s schedule of meetings

• Quick, sharp, confident, assertive, and ethical
• Desire to serve with the approach of doing whatever it takes to make the CEO's job easier
• Ability to self-direct, manage one's own time and the time of others
• Able to constantly prioritize tasks as needs change with excellent follow-up skills

Key Qualifications:

• High school diploma or equivalent required
• Minimum 5 years executive level support experience
• Prefer previous experience supporting entrepreneur

Job Type: Full-time

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