Personal Assistant - Orlando, United States - Christie Lites

Description

We are a singularly focused business with a mission to be the highest-value provider of stage lighting services in the global marketplace.

Job Overview

The Personal Assistant is responsible for a multitude of domestic and business-related tasks for the CEO, as well as the handling of occasional special projects as assigned. The ideal candidate is flexible, able to travel with minimal notice, has excellent communication skills, and is highly organized.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the CEO's needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, CEO, Vendors, and other Team Members across multiple company locations.

Key Responsibilities

1. Assists with domestic duties at the CEO's primary Florida home.
2. Organize travel arrangements.
3. Meeting arrangements and documentation.
4. Various administrative tasks.
5. Handle special projects/ orders for the CEO's properties.

1. Assists with domestic duties at the CEO's primary Florida home by:

• Preparing the home for clients, employees or potential employees, friends or family, visits, and dinners. This includes, but is not limited to; bartending, serving, basic cleaning and organization, meal prep and distribution, grocery shopping, and similar domestic duties.
• Ensure the routine maintenance of homes and vehicles.
• Event planning, organizing, and coordination.
• Running errands and performing necessary tasks.
• Laundering and putting away clothing, or changing linens.

2. Organizing travel arrangements by:

• Picking up and dropping off any
• Travel arrangements are required for the CEO, other Christie Lites Employees, potential employees, or Christie Lites clients.
• Travel arrangements include, but are not limited to; booking flights, rooms, taxis, couriers, hotels, chauffeurs, and similar.
• Assisting with the planning and organization of personal or business trips, this includes but is not limited to; travel destinations and points of interest, best routes for trips, preferred times to visit destinations, and similar.

3. Meeting arrangements and documentation by:

• Schedule appointments and coordinate calendars (business and personal).
• Set up meetings, attend them, and take notes.
• Produce reports, presentations, and briefs as needed for CEO or VP Meetings.

4. Various administrative tasks such as:

• Develop and maintain an efficient documentation and filing system.
• Liaise between the CEO and Other Departments.
• Draft, review, and send communications on behalf of company executive(s).
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, and prepare documents, reports, tables, and charts; distribute as appropriate.
• Other general administrative activities.

5. Handle special projects/orders for the CEO's properties by:

• Maintaining inventory of all furnishings and equipment in the house, including ordering replacements when needed.
• Assisting with the procurement and purchasing of household items, including but not limited to décor, furniture, vehicles, boats, paint, and similar items.
• Various other special projects as needed.

Personal Attributes

• Organized.
• Excellent time management.
• Self-starter.
• Attention to detail.

Professional Attributes

• Strong administration and organizational skills.
• Someone who exhibits the ability to prioritize and make decisions.
• Comfortable interacting with high-level executives.
• Problem solver, attentive to client needs, and builds relationships.
• Basic understanding of frequently used computer software and programs, such as Microsoft Office.

Additional Information

Christie Lites operates one of the largest stage lighting rental companies in North America, with offices in multiple cities across the United States, Canada, the United Kingdom, and Germany. The company has operated for over 35 years and boasts a client base of some of the most respected names in many wide-ranging industries. Christie Lites serves various market sectors including Trade Shows; Corporate & Special Events; Film & Television; Concert & Theatrical Touring; Education and the Arts.

This position will report to the CEO, with a secondary report to the Senior Executive Assistant in Orlando.