Executive Personal Assistant, Family Office

Executive Personal Assistant, Family Office

Liaison between the principals, their colleagues, staff, family members, vendors, and personal contacts. Confidentiality, professionalism, and discretion are mandatory, always.

Be the information hub. Own principle’s daily schedule flow and needs. Prepare daily activity schedules, arrivals, departures with accuracy & efficiency.

Must be:

Exceptionally well-organized, able to compose well-written emails/communication, proficient in computer& phone technologies and comfortable with Microsoft Office Applications – SharePoint, Outlook, Word, and Excel, Apple cell. Must be smart-phone savvy -- able to work from phone to compose/answer emails, arrange/cancel travel accommodation, text, etc.

Able to successfully multi-task a variety of tasks and responsibilities managing principle’s calendars and appointment schedules. Able to learn principle’s preferences in various categories and situations. Possess a warm, competent and confident professionalism at all times.

Arrange & manage all travel and itineraries on behalf of principles (book flights, drivers, Uber, car services, hotel, prepare itineraries) including, when necessary, family and friends travel.

Superior organization skills are key to this position. You will maintain hard copy files (where necessary) and file most documents to SharePoint server. Documents include personal medical information, mail ordering information, itineraries, vehicle registrations, subscription records, and the like. In addition, it will be your responsibility to make sure that the residence’s household manual is up to date in hard copy and on the SharePoint server to ensure principles and staff are sharing up to date information regarding approved vendors, the property’s security system, etc. Being able to correctly house this information is critical to the role.

Possession of high-level, day-to-day office management skills is required, and must be performed with minimal supervision. Must follow instructions clearly and accurately in a timely fashion. Responsibilities include but are not limited to:

1. Personal Calendars and scheduling
2. Text all call & meeting reminders to p
3. Prepare & remotely print principle’s ‘Daily Sheet’ listing meetings/appointments/call times and locations (Zoom, physical address, etc)
4. Continual review of principle’s email
5. Scanning documents to be emailed or saved to server
6. Prepare Itineraries and communicate logistics in real time continuously throughout day
7. Work alongside property manager to alert staff of vendor visits that they may have planned.
8. Schedule and lead weekly staff meetings using monthly task calendars for Inside/Outside
9. Schedule and track principle’s Dr. appointments &prescriptions
10. Keep a running list of pending tasks; accomplished and to do later when time permits and email to principals daily
11. Business letter writing
12. Provisioning and ordering of household supplies with staff
13. Processing timely returns of unwanted purchases
14. Petty cash management
15. Pet care shared with staff when principals are away
16. Pet care as needed when principles are in residence (daily walks, training reinforcement, etc.).
17. Being on security system call list
18. This position requires flexibility in terms of time commitment. There are stress periods, some of which are predictable and some of which are not, thus do recognize you will be on call on weekends and evenings for emergencies, last-minute schedule changes & potentially remote help.
19. Other responsibilities as needed