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Tuesday, November 14, 2017

Personal/Executive Assistant Needed- Denver, CO

A confidential and private Family Office in Denver, CO with growing businesses and a philanthropy organization is seeking a dynamic, polished and organized individual to serve as Full-Time Executive Assistant/Personal Assistant.     This position will be responsible for managing a unique blend of Personal and Executive Assistant responsibilities. This position requires a passion for operating in a support and service oriented role, along with a commitment to high quality work and impeccable organizational skills. A strong orientation priority towards service with flexibility, proactiveness, and responsiveness are extremely important for this role. Candidates must be comfortable reporting to office daily, but also working at residence when necessary.
Duties include but are not limited to:
  • Coordination of household staff responsibilities
  • Managing heavy and ever-changing personal and professional calendars
  • Maintaining contact and address lists for business and personal use
  • Scheduling personal and business appointments
  • Planning domestic and international travel including the arrangement of flights, hotels, car service, etc.
  • Maintain seamless communication and connectivity with owner/family during times of intense travel
  • Handling phone calls, answering emails and creating correspondence while proactively prioritizing for the owners with minimal direction
  • Dictation
  • Preparing reports and overviews for key meetings
  • Maintaining and tracking expenses
  • Record-keeping of business activities including meeting minutes and time-sheets
  • Gift purchasing, and management of all cards and correspondence to colleagues, family and friends
  • Assisting with personal shopping and other personal errands
  • Occasionally work on special projects and special events both corporate (e.g., holiday parties) and personal (e.g., birthday parties)
  • Managing highly confidential and sensitive information with the utmost discretion
  • Various support for project management and sourcing vendor relationships
  • Coordination of various services for other family members
Characteristics/Experience Required:
  • Strong culture of service
  • Ability to travel internationally and domestically whenever necessary (minimal amount of travel required)
  • Highly resourceful, organized, detail oriented, proactive, excellent time management, efficient, deadline oriented and service focused
  • Attentive to family's preferences and style
  • Ability to maintain discretion with confidential information and utmost respect for family’s privacy
  • Professional presentation of self, positive attitude, calm demeanor and ability to handle responsibilities with ease
  • Ability to develop and maintain solid working relationships with professional and personal contacts
  • Ability to work collaboratively with family office and supervise domestic staff
  • Ability to easily take direction and anticipate the needs of the owner and family
  • Resourceful and ability to find the best tickets for events and shows, concerts, knowledgeable about new/best restaurants, etc.
  • Strong ability to proactively communicate and collaborate efficiently with owners, office staff, domestic staff, family and friends, etc.
  • Strong Mac/iOS technology skills and highly proficient in all Microsoft Office software including Word, PowerPoint, Excel and Outlook to handle varied and multiple administrative assignments with excellent judgment, precision and diplomacy
  • Flexibility and willingness to work odd hours when necessary
  • Exceptional writing and editing skills
  • Dictation experience
Minimum Qualifications:
-Bachelor's degree
-A minimum of 5 years of experience in an executive and/or personal assistant role
-Ability to pass extensive background checks
-Driver's License and clean driving record
-Willingness to sign a Confidentiality Agreement
To apply or for more details, please email info@alteregoconcierge.com. Open to candidates throughout the United States. 


Wednesday, November 8, 2017

Executive Assistant/Grants Manager- Chicago, IL

Private Foundation in Chicago, IL is seeking a detail-minded Executive Assistant/Grants Manager to assist Executive Director in furthering the Foundation’s mission.  The Executive Assistant provides administrative, programmatic and organizational support to the Foundation. This position is responsible for the efficient operations of the grants administration and coordination with the family offices. This individual will initiate projects pertaining to the management of the grant making process as well as assist in the day-to-day operations of the office, including maintain office systems, structures and procedures. This person will also assist the Executive Director with identifying current issues, and engaging in policy and research initiatives relating to grantees and to the Foundation’s focus areas.

QUALIFICATIONS:
Sense of humor, adaptable and can juggle multiple tasks at once
Strong analytic skills, organizational and problem-solving ability
Excellent written and verbal communication skills
Ability to research and evaluate programs and initiatives
Ability to work independently and as a member of a team
Highly organized and able to balance a variety of duties
Excellent computer skills, particularly with word processing software, Excel and data management systems
College degree in related field

DUTIES AND RESPONSIBILITIES:
This position will manage all components of grants processing and ensure that the day-to-day operations of the family foundation office are executed effectively.  Further, this individual will conduct research into policy and program-related models and practices.  At times, this individual will undertake special projects as assigned or initiated.

EXECUTIVE ASSISTANT (50% of time):
1. Schedule, coordinate, and handle meeting preparation and follow-up
2. Manage logistics for board and foundation meetings, including board book preparation and production.
3. Prepare expense reports.
4. Field phone calls and emails and other general administrative tasks.
5. Arrange occasional travel for Executive Director.
6. Actively manage and update website
7. Oversee management of filing systems, including procedures for file set-up, organization and management.
8. Work directly with IT personnel to address all information technology needs.
9. Ensure that all equipment is properly serviced and maintained.
10. Ensure that there is an adequate stock of office supplies on hand at all times; place order when necessary.

GRANTS ADMINISTRATION (50% of time):
1. Prepare all award letters, discretionary and challenge grant agreements, declination and invitation letters.  Complete and process grant and challenge grant paperwork.  Verify information with family offices.
2. Update Executive Director on status of reports, multi-year grants, grantee organizational changes, and fulfillment of all grant contingencies on a quarterly basis.  Tickler and follow-up on all late reports.
3. With family office, develop and generate reports for board book presentations and to inform grant-making activities. 
4. Ensure that all required grant application attachments are received and available for grant reviews.
5. Assist as needed with board-book write ups and research.
6. Assist Executive Director in preparing proposal reviews, conducting site visits and due diligence as needed.
7. Draft and update grants management policies and procedures as needed.
8. Assist with the development of program priorities and policy initiatives and establish linkages with related efforts.
9. Participate in the design and ongoing review of the Foundation’s strategic plan.
10. Conduct other research-related projects as needed

To apply, please email your cover letter and resume to info@alteregoconcierge.com for review. Applicants must have a minimum of 2 years of experience in an administrative or similar role. 

Tuesday, November 7, 2017

Full-time Nanny/Family Assistant- Lake Forest, IL

Full-time Nanny/Family Assistant needed for family with 3 school-aged children in Lake Forest, IL. Schedule will be full-time and typically Monday-Friday from 1pm-8pm as well as 2 weekends per month. Ideal candidate will be open to a live-in position, although family is open to live-out for a flexible candidate. Family is looking for a wonderful Nanny to commit long-term. Duties include childcare, driving to activities, assisting with light cooking and housekeeping, running errands, and general house management duties. Nanny must be pet-friendly (family has one dog) and have a valid driver’s license (vehicle will be provided). Applicants who have experience working with a high-functioning special needs child would be a plus but is not required. Competitive salary + great perks; family can also offer health insurance if required. To apply or for more details, please email info@alteregoconcierge.com. Start date is as soon as possible.