Overview
Schedule: Monday – Friday 8am – 5pm (with flexibility)
A private family is seeking a highly skilled Executive Personal Assistant with a strong background in finance and human resources to support the household’s administrative, financial, and personnel operations. This role requires a highly organized and detail-oriented professional who can manage financial transactions, oversee HR-related functions, and provide high-level administrative support to the principals.
The ideal candidate will be someone who loves what they do and does it out of choice not necessity. They should have a service heart and bring a positive energy and attitude to work. The current leadership have cultivated a positive work environment and are looking for someone who can add to it and not detract from it.
This is an on-site position and not open to remote work. While not a qualification for employment, if you have taken the Clifton Strengths Finder 34, please include it with your resume submission.
Requirements
- Bachelor’s degree in Business Administration, Finance, Human Resources, or a related field preferred.
- 5+ years of experience as an Executive Assistant, HR Coordinator, or similar role, preferably in a private household or high-net-worth environment.
- Strong understanding of finance, payroll processing, and HR best practices.
- High level of discretion, professionalism, and ability to handle confidential matters.
- Capable of balancing and prioritizing multiple tasks with efficiency in a dynamic environment.
- Predictive thought and self-micromanaging
- Proficiency in Microsoft Office Suite, QuickBooks (or similar financial software), and HR management systems.
- Trello proficiency
- Be solutions-focused rather than problem-oriented.
- Ability to seamlessly fit into and help cultivate a harmonious work environment.
- Capable of passing an extensive background check and BAI interview.
- Strong organizational skills and attention to detail.
- Excellent communication and interpersonal abilities.
- Valid driver’s license with a clean record.
- Flexibility to work weekends, holidays, and evenings as needed.
- Flexibility to adapt hours based on Principal’s time-zone when traveling.
- Free to travel with family and spend six months in remote location.
Duties & Key Success Factors
Financial & Administrative Management
- Manage and oversee household budgets, track expenses, and provide financial reporting.
- Handle bill payments, vendor invoices, and reimbursements.
- Assist with tax preparation, including working with accountants to organize records.
- Process payroll for household staff and ensure compliance with relevant regulations.
- Maintain financial documentation, contracts, and confidential records.
Human Resources & Staff Coordination
- Serve as the primary HR liaison for household staff, handling onboarding, contracts, and benefits administration.
- Track PTO, sick days, and payroll processing for all employees.
- Ensure compliance with employment laws and best practices.
- Act as a point of contact for employee concerns, conflict resolution, and performance management.
- Coordinate staff training, development, and performance evaluations.
Executive & Household Support
- Provide calendar management, scheduling, and correspondence support for the principals.
- Coordinate personal and business travel, including itineraries and logistics.
- Assist with event planning and special projects as needed.
- Manage household inventories, vendor relationships, and service contracts.
- Maintain discretion and confidentiality in handling sensitive information.
Other Considerations
Physical Requirements
- Ability to lift 40 pounds.
- Frequent bending, stooping, and stretching.
- Ability to negotiate a multi-story house with stairs many times a day.
- Ability to use a ladder up to 6’
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required by this role. Duties, responsibilities, and activities may change, or new ones may be assigned at any time, with or without notice.