Personal Assistant, Apollo Family Support Program

Position Overview

The Personal Assistant role provides personal support to a cohort of senior leaders across the firm. This role will be part of our Family Support benefits team designed to reduce the “friction” in our senior leaders lives by providing personal support to compliment the professional support currently provided by leaders’ admins/EAs. This person will be working in partnership with a team of Personal Assistants and Administrative Assistants to provide comprehensive support to our senior executives. 

Primary Responsibilities

• Support several senior executives with their respective personal requests.

• Work in close partnership with executives’ Admins to provide end to end support (e.g., professional to personal)

• Work closely and effectively with team to complete critical aspects of deliverables with a hands-on approach, including keeping them well informed of upcoming commitments and responsibilities, and following up appropriately.

• Provide high touch support and multitask given coverage of multiple senior executives simultaneously

• Provide personal calendar management and support of personal administrative tasks for executives and their immediate family members

• Schedule and confirm personal appointments and other service providers (e.g., doctor appointment, electrician, plumber)

• Process benefit claim reimbursements and follow-up to completion, providing real-time updates as needed

• Interact with childcare provider (e.g., nanny) to deliver instructions or coordinate activities

• Provide day to day support including online shopping, coordination of deliveries, research and arrange service providers, and make restaurant and travel related reservations

• Complete applications for immediate family member activities (e.g., camp, school)

• Proactively manage needs related to upcoming personal milestones/events (e.g. holidays, birthdays, anniversaries) 

• Prioritize conflicting needs; handle all matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures

• Arrange complex personal travel plans (commercial/private) and compose detailed itineraries

• Assist with in-scope ad hoc projects, as requested

• Assist with building and shaping the future program and identify opportunities to scale offerings

Qualifications & Experience

• Bachelor’s Degree and five or more years of experience as a personal assistant is a must

• Strong initiative and ownership of responsibilities – must demonstrate a proactive, positive approach towards given tasks

• Superior level of client-service orientation

• Exceptional attention to detail

• Team player attitude with the ability to flex based on needs of the team and firm

• Exemplary interpersonal skills necessary to handle sensitive and confidential situations.  Demonstrating poise, tact and diplomacy

• Exercise the highest-level of confidentiality, discretion, integrity and trustworthiness at all times

• Superb written and verbal communication skills

• Extremely organized and detail-oriented with strong commitment to accuracy

• Team-oriented and collaborative attitude is a must

• Extensive knowledge of Microsoft Outlook and proficient in Excel, Word, and PowerPoint

• Experience in the finance industry preferred