Executive Family Assistant

Overview

Requirements

• 5 – 10 years industry experience
• Non-Smoker
• Valid driver’s license with clean record
• Capable of passing extensive background check and BAI interview
• Strong communication skills, both verbal and written
• High level of discretion and confidentiality
• Emotional intelligence and ability to respond to personal needs
• Flexibility and adaptability to changing circumstances
• Proficiency in multi-calendar management software
• Familiarity with travel booking and itinerary management.
• Experience with financial management tools (e.g., Bill.com)
• Proficiency in Microsoft Office Suite and SharePoint
• Ability to assist with basic technology tasks
• Event planning experience
• Understanding of household operations and vendor management
• Familiarity with best practices for handling sensitive information
• Experience in managing family logistics and balancing multiple tasks
• Ability to anticipate needs and take initiative in solving problems

Duties & Key Success Factors

Administrative (75%)

• Manage and maintain the household schedules, including scheduling meetings, appointments, and family events. Ensure all commitments are timely and well-coordinated.
• Oversee calendar management, ensuring that all family and professional obligations are efficiently planned and executed.
• Coordinate travel plans for the family, including booking flights, accommodations, transportation, and itinerary management.
• Serve as the primary point of contact for coordinating with service providers, schools, and other external parties. Manage communications and ensure all messages are relayed accurately and promptly.
• Handle correspondence, document management, and other administrative duties as needed.
• Assist with household management tasks such as shopping, running errands, and ensuring that supplies and essentials are maintained.

Childcare (25%)

• Oversee the scheduling of the children’s activities, including school, extracurricular activities, tutors, miscellaneous appointments, and playdates. Ensure all family members are informed of important dates and commitments.
• Handle all childcare arrangements, including scheduling and managing childcare providers.
• Assist with drop-off and pick-up duties for school, appointments, and extracurricular activities. Ensure all transportation arrangements are safe and timely.
• Assist with children’s meal preparation, homework, educational activities, and organization of homework assignments.

Additional Responsibilities

• Perform other duties as assigned to ensure the household runs smoothly and efficiently.

Other Considerations