Contract Hybrid Family Assistant / Personal Assistant in San Anselmo, CA

Job Title: Contract Hybrid Family Assistant / Personal Assistant

Location: San Anselmo / Bay Area Residences, Hybrid-Onsite

Hours:  Contract Position (with the potential to transition into a direct hire with the family if the candidate is a good fit; the candidate would need to reapply for the long-term role when the timing is appropriate)

Job Summary: The Family/Personal Assistant provides personalized administrative support for an ecologically and socially minded ultra-high-net-worth (UHNWI) family. The family is seeking to fill this role immediately, as their current assistant had to resign unexpectedly due to circumstances outside of everyone’s control. The ideal candidate must be emotionally perceptive, experienced with UHNW individuals and families, and skilled in child development planning. Key attributes include leadership, resourcefulness, discretion, team collaboration, and thoughtfulness, with a strong background in supporting personal and philanthropic endeavors. They demonstrate business acumen, project management skills, and the ability to engage effectively with stakeholders, thriving in a mission-driven, results-oriented, and community-focused environment.

Responsibilities:

• Family Calendar Management - prioritizing & scheduling events (including children’s, clients’, and family), providing briefs to inform family of upcoming meetings, resolving schedule conflicts.
• Manage information flow to and from the family and increase use of proxy (including decision-making on behalf of the family) to maximize time.
• Travel coordination - Book/Arrange travel, transportation, and accommodations.
• Relationship Management - Work with clients and team to coordinate personal outreach activity, follow up with family contacts to cultivate ongoing relationships.
• Research, vet, schedule, onboard, manage relationships with vendors.
• Communicate with nannies, children’s schools, and extracurricular activities.
• Run errands (e.g., grocery shopping).
• Pack for clients and family for upcoming travel.
• Organize closets and other spaces.
• Track vehicle maintenance and take cars to be serviced.
• Personal shopping, purchasing of gifts, and delivering or mailing gifts.
• Return packages, refill vitamin supplements, prescriptions, and order supplies.
• Provide thoughtful research as requested.
• Occasionally water plants.
• Handle mail processing: opening, scanning, shredding, etc.
• Seek and present new systems for more effective operation of the family’s personal life.
• Introduce systems/protocols to staff that improve communications between the family and the team.

Required Skills:

• Minimum of 4 years of relevant experience, including working on multi-functional teams across the life of a UHNW individual and family is required.
• Proficient with frequently used computer software and programs, such as Microsoft Office Suite, with the ability to learn new or updated software and programs.
• Strong presentation skills.
• Excellent organizational, communication (verbally and in writing), interpersonal and critical thinking skills.
• Excellent time management, multitasking abilities, initiative, and self-direction.
• Ability to positively interact with co-workers, management, company representatives, and any visitors.
• Ability to react well under pressure and maintain a positive, cooperative, and professional attitude under a variety of circumstances.
• Ability to work in a fast-paced environment and complete assignments successfully from start to finish.
• Must perform work with discretion, honesty, integrity, and possess high emotional intelligence.
• Flexibility to work outside of a standard work schedule and parameters and work creatively to provide the highest quality service.
• Support and adhere to all policies and procedures.

Compensation: The start of the pay rate range is $65/hour and final rate is based on experience