Full Job Description Available

EXECUTIVE PERSONAL ASSISTANT

Belmont, Massachusetts

April 2024 

The Executive Personal Assistant (EPA) will serve as the Principal’s key point of contact in anticipating and executing her personal service needs and real-time requests. Residing with the Principal is the family's young adult child with special needs. The Principal lives in Belmont and is building her new home in the same area, designed to accommodate her daughter’s unique needs (occupancy planned for mid-2024). The top priority is to provide critical support to the Principal with her move, work alongside the existing office staff and handle payroll and routine administrative responsibilities required to support the office. This role will provide lifestyle and property support for the Principal. The EPA will liaise with various contacts, including extended family members, caregivers, and household vendors. The EPA reports directly to the Principal and will help refine the existing administrative and personal service delivery processes.

Ideal candidates have demonstratable financial acumen of Excel and QuickBooks software programs and familiarity with bookkeeping. Additionally, the candidate will have experience preparing and tracking budgets, calculating employee timesheets, and coordinating employee reimbursements. They will be a dynamic self-starter with a curious, analytical mind who is professional, flexible, reliable, and exceptionally punctual. Candidates must demonstrate strong attention to detail, exceptional project management skills, and a respectful, incremental approach to implementing change. The candidate will represent the family respectfully and graciously, both internally and externally, and demonstrate enthusiastic, positive energy in the role.

Working from a designated office floor in the residence, the EPA will collaborate closely with the Principal and create efficient workstreams, develop resources, and maintain and execute protocols to ensure that the Principal and her daughter are well supported. This position will work alongside the current administrative assistant who manages the care team of six caregivers. The candidate must have demonstrated experience working in a fast-paced environment and can pivot and quickly recalibrate as required. Local candidates from Belmont, MA, or the immediate area preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIE

Executive/Personal Administrative Support

• Organization, Prioritization & Follow Through
• Communication
• General Administration Support
• Foster Relationships & Interface
• Calendar Management –
• Contact Management –
• Shipments & Deliveries –
• Travel Planning & Logistics –
• Wardrobe & Personal Items –
• Health & Wellness – Support the Principal in meeting her personal, family health, and exercise goals by maintaining calendars, scheduling routine medical exams, and making appointments.
• Special Projects

• Event Management –
• Gifting & Special Occasion Coordination Administrative Office Support
• Expenses & Payroll
• Tracking & Record Data
• Scheduling & Transportation –.
• Analyze Data & Manage Records –
• Research –
• Video Creation –.
• Medical Insurance

Household & Property Management (As schedules and workload allow)

• Stocking & Inventory Control –
• Insurance Records –
• Asset Inventory, Care & Maintenance Protocols –
• Source, Vet, Schedule, and Manage –

QUALIFICATIONS 

EDUCATION & EXPERIENCE

• Bachelor's degree
• Relevant experience managing staff or in an office
• Demonstrated experience maintaining a private employer's confidentiality, safety, security, and
• Tech-savvy: comfortable with all standard Mac Computers and internet skills, proficient with Microsoft 365, Excel Proficiency, Dropbox, QuickBooks Proficiency, Google Suite.
• Experience with movie editing software, website design, and isolved payroll platform a
• Excellent written and verbal communication

CHARACTER SKETCH

• Genuinely flexible and able to prioritize the needs of the
• Extremely organized, detail-oriented, and dynamic self-
• Displays a confident, take-charge approach balanced with compassion and
• A natural ability to remain composed in emotionally charged
• Displays the highest levels of personal integrity, exceptional judgment, honesty, confidentiality, and discretion in representing the Principal and fosters that in others.
• Takes ownership of their work and
• Demonstrates a hands-on approach, assists and cross-trains co-workers, and is professional and positive in all

• Thoughtful, observant, attentive to the Principals' preferences, and intuitive at replicating the qualities they

ADDITIONAL INFORMATION

• Home Office Work location: Belmont,
• Full-time salaried
• Compensation:
• Two weeks PTO (10 workdays) and Five sick days
• Medical Stipend up to $750/month (taxable income)
• Six paid holidays: New Year’s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, & Christmas
• Discretionary annual bonus after working a full calendar year
• Work hours 8:30-5:30 M-F. Flexibility will be required and available by phone on weekends for
• Verifiable references, extensive background check, drug screening, skills assessment, and a clean driving record are

Full Job Description Available.