Location:
-In person role mainly at JP's downtown office. At times will travel to homes and JP stores.
Job description:
Provide comprehensive administrative support to the CEO and Creative Director. This role requires excellent organizational skills, the ability to manage diverse tasks and maintain confidentiality. Your goal is to ensure seamless coordination of personal and professional matters to optimize the couple’s productivity and efficiency. While office hours are predictable, availability outside the office must be flexible.
Responsibilities:
Calendar Management:
-Maintain and update calendars, scheduling appointments, meetings and personal commitments.
-Coordinate and prioritize conflicting appointments and events.
-Meeting Support: send timely reminders before scheduled meetings and follow-up
-Coordinate and schedule meetings, both personal and professional and ensure all necessary materials are prepared.
Communication:
-Supply daily schedules and end-of-day summaries
-Manage incoming communications, including emails, calls and messages, and respond on behalf of the individual when necessary
-Draft, proofread, and edit correspondence and documents
Travel Coordination:
-Arrange travel arrangements, including flights, accommodations, and transportation, while considering personal preferences and business needs.
-Collaborate with household staff.
-Ensure the family is well-prepared for travel by facilitating check-ins, updating phone plans if traveling internationally and ensuring all required documents are in order
-Prepare travel itineraries
Confidentiality and Discretion:
Handle sensitive information with utmost confidentiality and professionalism
Task Prioritization:
Anticipate the individual's needs and prioritize tasks to maximize their time and effectiveness
Event Planning:
-Assist in planning and coordinating personal and corporate events, gatherings, and special occasions
-Manage and track invite list
-Attend events as needed as additional support
Information Management:
-Organize and maintain files, documents, and records to facilitate quick retrieval
Problem Solving:
-Address issues and challenges promptly, seeking solutions to enhance efficiency
Administrative Support:
-Perform various administrative tasks, monthly vendor account reconciliations and research.
-Stay on top of CEO’s inbox, making sure it’s organized and bringing attention to any important emails
Personal Support:
-Process and track crucial payments including: utilities, parking, tuition, pledges, medical and insurance premiums
-Submit and track health care/insurance claims
-Assist in compiling tax annual tax documents
-Work closely with outside vendors/contractors and manage various operational projects, as required
-Run personal errands as needed (refill prescriptions, returns, etc.)
Relationship Management:
-Serve as the liaison between various parties, ensuring effective communication and coordination
-Maintain up-to-date contact cards and add new contacts as needed
Extras:
-Support the Juice Press merchandising team at times by facilitating the ordering of supplies
Benefits:
-Full medical benefits
-Company discount
-Paid holidays, PTO and sick days
-Commuter benefits
-Phone reimbursement
Job Type: Full-time
Pay: $110,000.00 - $125,000.00 per year
Benefits:
- Employee discount
- Health insurance
- Paid time off
Schedule:
- Monday to Friday
- On call
- Weekends as needed
Experience:
- Personal assistant: 2 years (Preferred)
Location:
Work Location: In person