Position Summary
We are seeking a highly organized, trustworthy, and discreet Part-Time Personal Assistant to provide comprehensive support to a high-net-worth individual fighting a degenerative disease. The ideal candidate is a proactive problem-solver with a meticulous eye for detail, capable of managing a wide range of administrative and personal tasks. The successful candidate will act as a central point of contact and play a key role in ensuring the smooth and efficient operation of the Principal’s personal life.
This is a part-time position with typical hours of 11-4pm, four days a week (M-F), which requires commitment to consistent, scheduled support with the flexibility to handle urgent requests as needed.
Responsibilities
- Calendar and Schedule Management: Manage and coordinate complex personal and professional calendars, including scheduling appointments, reminders, and reservations.
- Appointment Transportation: Arrange and manage transportation to and from appointments, which includes driving the Principal or coordinating private drivers, car services, and other ground transport.
- Communication Gatekeeping: Act as the first point of contact by screening calls, managing emails and correspondence, and drafting professional communications. Assist in composing personal correspondence. Liaise with family and Family Office to ensure all important information and decisions are cross communicated.
- Errands and Personal Shopping: Run routine errands with and/or for Principal. Assist in research and purchasing personal items and gifts. Serve as back up pet care for one small dog.
- Administrative Support: Provide administrative assistance, including organizing physical and digital files, photographs, maintaining databases, and conducting research for special projects.
- Lifestyle Management: Handle miscellaneous tasks that improve the Principal’s efficiency, such as booking appointments (including medical) and coordinating services. Assist in managing medical records as necessary.
Requirements
- Experience: Proven experience (e.g., 2+ years) in a personal assistant or hybrid Executive/Personal Assistant role, ideally supporting a high-net-worth individual or C-suite executive.
- Discretion and Confidentiality: Impeccable judgment and a proven track record of handling sensitive and confidential matters with the utmost discretion. A signed Non-Disclosure Agreement (NDA) will be required.
- Organizational Skills: Exceptional organizational skills with an unwavering attention to detail and a proactive attitude.
- Communication: Outstanding written and verbal communication skills, with a polished and professional demeanor. Proactive communicator, seeking to provide follow up information and answers before Principal, family or Family Office asks for them.
- Problem-Solving: Resourceful and adaptable with the ability to anticipate needs and resolve issues before they arise.
- Technical Proficiency: Strong proficiency with technology, including calendar management software, Microsoft Office Suite, Zoom, and online project and productivity tools.
- Availability: Flexible and adaptable work style, with the ability to respond to urgent requests outside of standard hours.
- References and Background: A clean background check and excellent professional references are required.
- Transportation: Must have a valid driver's license and a reliable vehicle for local errands.