Personal Assistant

Personal Executive Assistant to ELARTĒ Co\-Founders

Location: New York City (Hybrid – Remote \+ In\-Person in Manhattan)

Type: Part\-time or Full\-time (flexible for the right candidate)

About the Role

We are seeking a highly organized, proactive, and accountable Executive Assistant to support the two co\-founders of ELARTĒ, a creative and experiential brand based in New York. This role blends personal support, executive coordination, and light operational management.

This is not a passive administrative position. We are looking for someone who can think independently, anticipate needs, and execute tasks without constant follow\-up.

Responsibilities

Executive \& Administrative Support

• Manage complex calendars for two co\-founders
• Schedule meetings across multiple time zones
• Coordinate Zoom, in\-person, and hybrid meetings
• Make restaurant reservations and travel arrangements
• Book personal and professional appointments
• Organize and confirm meeting logistics and reminders

In\-Person Support (Manhattan)

• Run occasional errands
• Assist during events or meetings as needed
• Support light event coordination logistics

Database \& Organizational Systems

• Maintain and update contact databases (categorized Excel sheets)
• Organize phone numbers, emails, and relationship notes
• Help improve digital filing systems
• Keep task management tools (e.g., Monday.com) updated
• Track deadlines across multiple projects

Project \& Operations Support (ELARTĒ)

• Coordinate schedules between co\-founders and team members
• Alert team members of key updates or scheduling changes
• Assist in tracking ongoing initiatives
• Prepare basic documents, summaries, or formatted presentations
• Support light investor and partner communications as needed

Personal Support

• Handle select personal administrative tasks
• Assist with reservations, bookings, and life logistics
• Anticipate needs and problem\-solve proactively

Qualifications

• High availability and responsiveness (within 1 hour during workdays)
• Extremely reliable and accountable
• Strong internet research skills
• Ability to execute tasks independently without repeated reminders
• Excellent written and spoken English
• Professional communication style with vendors and partners
• Strong organizational and prioritization skills
• High emotional intelligence (EQ)
• Discretion and ability to handle confidential information
• Proficiency in:
• Excel
• Microsoft Word
• Google Suite
• Monday.com or similar project management software

\*

* Comfortable working in a fast\-moving, founder\-driven environment

• Based in NYC and able to come to Manhattan when needed

Ideal Candidate Traits (Important)

• Anticipates needs before being asked
• Thinks in solutions, not problems
• Calm under pressure
• Able to manage multiple priorities simultaneously
• Detail\-oriented but sees the big picture
• Professional presentation and demeanor

Job Overview

We are seeking an energetic and highly organized Personal Assistant to provide comprehensive administrative support to executives and teams. This role is vital in ensuring smooth daily operations, managing schedules, coordinating projects, and handling a variety of clerical tasks with precision and professionalism. The ideal candidate will thrive in a fast\-paced environment, demonstrating exceptional organizational skills, proactive problem\-solving, and a positive attitude. This paid position offers an exciting opportunity to develop your administrative expertise while supporting dynamic leadership.

Responsibilities

• Manage and maintain complex calendars using tools such as Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events efficiently.
• Coordinate travel arrangements, including booking flights, accommodations, transportation, and preparing detailed itineraries.
• Handle correspondence via email, phone calls, and other communication channels with professionalism and courtesy, practicing excellent phone etiquette.
• Prepare, proofread, and transcribe documents, reports, presentations, and meeting notes with accuracy and attention to detail.
• Organize files both digitally and physically through effective filing systems to ensure quick retrieval of information.
• Assist with event planning for meetings, conferences, or company functions by managing logistics such as venue booking, catering coordination, and attendee communication.
• Support bookkeeping tasks using QuickBooks or similar accounting software; manage invoicing, expense tracking, and basic data entry related to financial records.
• Perform office management duties including supply procurement, maintaining office equipment, and overseeing front desk operations.
• Provide executive administrative support by preparing agendas, managing deadlines, and ensuring timely completion of projects through project coordination skills.
• Utilize multi\-line phone systems to handle incoming calls efficiently while maintaining excellent customer service standards.

Skills

• Proven experience as a Personal Assistant or in an administrative support role with strong office management skills.
• Exceptional organizational skills with the ability to prioritize tasks effectively in a busy environment.
• Proficiency in Microsoft Office Suite (Word, Excel PowerPoint), Google Workspace (Docs, Sheets), and familiarity with Microsoft Outlook Calendar.
• Strong typing skills combined with transcription abilities for accurate data entry and document creation.
• Experience with bookkeeping software such as QuickBooks; basic understanding of financial recordkeeping is preferred.
• Excellent communication skills including phone etiquette and professional correspondence writing.
• Ability to handle multiple projects simultaneously while maintaining attention to detail; experience in project coordination is advantageous.
• Knowledge of office procedures including filing systems, front desk operations, and office supply management.
• Competence in proofreading documents to ensure clarity and correctness before distribution.
• Familiarity with digital signature platforms like DocuSign for document signing processes.
• Computer literacy across various platforms with the ability to adapt quickly to new technologies or software updates. Join us as a Personal Assistant where your proactive approach will empower our team’s success! We value energetic individuals who are eager to contribute their skills in a vibrant work environment while enjoying opportunities for professional growth and development.

Job Types: Full\-time, Part\-time

Pay: $750\.00 per week

Expected hours: 20 – 40 per week

Work Location: In person