Personal Assistant / Property - Household Manager

The Assistant Company has been retained by a to find a Personal Assistant / Property Manager (who can travel) to work out of the home office of their New York property as well as their other East Coast properties as well.   SALARY: $115k...must be able to start IMMEDIATELY.

• MUST BE ABLE TO COMMUTE TO NEW YORK PROPERTY DAILY 
• MUST LIVE WITHIN 30 - 40 MINUTES OF THE ESTATE (Zip code: 10011)
• MUST BE ABLE TO START ASAP
• MUST BE ABLE TO WORK WEEKENDS IF NEEDED
• MUST HAVE A CURRENT PASSPORT AND ABILITY TO TRAVEL WITH PRINCIPAL

NO PHONE CALLS PLEASE.

Position Summary

Performs administrative and support functions for the New York administrative team and the Director of Property Operations and will assistant the Estate Bookkeeper.

Essential Duties and Responsibilities

• Must be able to travel
• Manages the office effectively and efficiently
• Maintains order and organization within the office and tasks that are being assigned
• Keeps errands and drivers’ tasks organized to ensure efficient operations
• Inspects security logs and reports shortcomings or issues to Director of Property Operations
• Helps oversee property and property staff and reports issues to the Director of Property Operations
• Drafts reports/correspondence for the Director of Property Operations including project updates, staff inquires, action items needing attention
• Enforces directives in the absence of the Director of Property Operations
• Records messages, completes logs, and notifies appropriate parties
• Prepares and ensures outgoing packages, and notifies appropriate parties of outgoing packages
• Indicates updated status of incoming packages and notifies appropriate parties
• Secures credit card, assigns to proper parties, and maintains receipts
• Ensures sign-in procedures are followed
• Updates calendar according to itineraries, and notifies appropriate personnel
• Oversees logs and checklists for houses, mileage, phone calls, housekeeping, maintenance, landscaping, and office activities.
• Ensures required logs are maintained, and copies and files document to maintain accurate recordkeeping
• Performs general housekeeping duties in the Office area
• Complies with company policies and procedures
• Performs other duties as needed

Supervisory Responsibilities

• Oversees the Office Administrative Staff and acts as a back up for the Property staff with Director of Property Operations is not available

Education and Experience

• High school diploma or equivalent
• Three years of experience in office administration
• Or combination of equivalent experience, education, and training 

Skills

• Proficient use of MS Office Products and Apple Devices
• Experience using Quicken application
• English speaking, writing, and reading comprehension; active listening; organization; coordination; and attention to detail 

Working Conditions and Environment

• Intermittently lift, carry, push, and pull up to 30 pounds
• Frequently see, sit, balance, grasp, and have repetitive use of arms, wrists, hands, and fingers
• Occasionally talk and hear
• Intermittently stand, stoop, bend, twist, crouch, kneel, crawl, walk, climb stairs and ladders, operate foot and hand controls, squeeze, and reach above shoulders
• Exposure to electrical equipment, low to medium noise levels, and indoor and outdoor temperatures of heat and cold
• Frequent use of computer
• Long or odd hours, as needed