Personal Assistant for Professional and Philanthropic Family in SF

POSITION: PA for Professional and Philanthropic Family in San Francisco

JOB DESCRIPTION:

Professional Pacific Heights Family seeks a sophisticated, detail oriented, highly organized and discreet Personal Assistant to join their household of 5 and provide direct support to Principals while managing their elegant homes and busy life.  

Ideal candidate is experienced in liaising with HM at multiple family residences and managing a household and leading a team of housekeepers, nannies, chefs and vendors.  Candidates should have a forward thinking mindset and always be two steps ahead in anticipating needs with a “can do” and “I’ll figure it out” attitude.  Having a keen and sophisticated eye for the details and maintaining a calm, positive and professional demeanor when working and communicating with staff and vendors.

This is a hands-on role that requires a team and collaborative mindset while working in a fast-paced environment.  Candidate believes no task is too big or too small and enjoys collaboration and productivity.

Excellent communication skills and discretion are a must. 

KEY JOB DUTIES:

• Manage household staff (including payroll and HR tasks), contractors and vendors to ensure proper upkeep, repairs and renovations at multiple properties across the US 
• Liaise with House Managers and staff in CA, MT, NY, MA, and the San Francisco family office
• Produce domestic and international travel plans and itineraries, including private and commercial flights, car service, activities and restaurant reservations
• Oversee Principal's and family calendars and schedule meetings and appointments while keeping a clear understanding of priorities
• Check, sort and route mail
• Compose letters on behalf of the Principal
• Pay bills and interface with an accountant
• Expense reporting including philanthropic tracking and capital expenses at various properties
• Complete research/reports 
• Complete art installations
• Gift shopping, wrapping and tracking of purchases
• Hand write thank you notes
• Grocery and household supply shopping and tracking
• Floral purchases and arrangements
• Organization projects 
• Organize special events such as birthday parties and dinners both on and offsite
• Create and maintain databases and documents related to personal investments, property management, insurance, vehicle maintenance, and other projects
• Car maintenance, registration
• Dog schedule, food, vet appts
• Children’s camp/complete registration/packing yearly
• Household supply ordering and ongoing maintenance 
• Errands as needed
• Facilitating purchases and returns
• Christmas card execution

KEY QUALIFICATIONS:

• Hyper attention to detail
• A sophisticated eye
• Highly organized and ethical
• Flexibility and discreteness are very important!
• Forward thinker with the ability to look ahead and anticipate
• Team player with a “can do” and I’ll figure it out” attitude and ability and desire to be flexible and do whatever it takes to get the job done
• Service oriented, concierge-like personality

• 3-5+ years of proven work experience as a House/Estate Manager, Family Assistant or Executive Assistant required with excellent work and personal references.
• Proficiency in Google Suite, Google Calendar, bill.com, airtable, and smart home technology systems, and ability to learn new systems as required
• Excel in both verbal and written communication
• Display exceptional organizational skills and meticulous attention to detail
• Background Verification: Offer contingent upon successful background check and employment/education verification, must be legally authorized to work in the US and complete signing of Non-Disclosure & Confidentiality Agreement. 
• Valid driver’s license with clean record
• Flexible Commitment, Primarily on-site Monday to Thursday with Remote Fridays, with occasional unique requirements for after-hour or weekend events with advance notice
• Comfortable working at home with children and dogs

SCHEDULE:

• Onsite M-Th, option for remote work Fridays
• Flexibility for assistance with evening/weekend events/parties with advanced notice
• Flexibility for occasional travel to other properties or weekends

COMPENSATION:

• $150K-$175K DOE annually with benefits including:
• Healthcare stipend
• Sick days
• Paid time off
• Paid federal holidays
• Annual Bonus

START DATE:

Currently interviewing candidates for a preferred start date in February 2025