TECH SAVVY SENIOR EXECUTIVE ASSISTANT FOR DORADO, PUERTO RICO FAMILY – RELOCATION OFFERED
The Senior Executive Assistant will support two principals in managing household and professional tasks, ensuring smooth communication and organization. This role involves coordinating with staff, vendors, and external partners, maintaining schedules, and overseeing administrative duties to create structure and efficiency.
DAILY RESPONSIBILITIES
- Scan emails each morning, create a to-do list, and update the principal(s) on completed or pending actions
- Maintain the Principal’s and family’s color-coded iCal
- Answer emails, voicemails, and make phone calls as requested
- Handle online or local purchases for the household or home office
- Scan and save or forward documents as requested
- Act as liaison with chef, housekeepers, handymen, AV/Wi-Fi provider, and contractors
- Manage physical mail and shipping (FedEx/UPS), open and distribute mail, and handle bulk printing when requested
AS NEEDED RESPONSIBILITIES
- Assist with Advancement Chair duties for the School Board, including donor research and videos/graphics for the Investing class
- Handle IT and phone issues, working with IT specialists for Apple tech and local provider for Wi-Fi issues
- Assist with arranging medicine refills, health, and other appointments
- Help with filing medical insurance invoices for reimbursement
- Arrange ground transportation using local car services
- Coordinate and schedule meetings, teleconferences, and gatherings; assist with planning, execution, and cleanup
- Take meeting notes or use AI platforms (e.g., Fathom), and distribute as requested
- Coordinate with NY nanny for shipping items to PR
- Assist with organizing household paperwork
- Review invoices for irregularities, manage and pay invoices, and maintain records
- Assist with travel arrangements for both principals and family members, update travel details in family iCal
- Coordinate travel with family travel agent or NetJets, and work with NY driver/nanny for NY trips
- Collaborate with nannies and staff to complete assignments
- Maintain an organized digital and printed list of current vendors, updating quarterly
- Create an organized filing system for papers/documents around the house
- Conduct research for the principal (or both Principals) as requested
- Collaborate with property manager on tasks like discarding or donating items
- In the future, this position will take on additional responsibilities as the liaison with charities supported in Puerto Rico, including reviewing performance reports, researching organizations' fiscal practices and efficacy, and evaluating their tax filings.
QUALIFICATIONS
- Minimum of 5-7 years of experience supporting a private family office, or C-suite/CEO/President, high level executive or comparable
- Exceptional administrative and executive assistant support
- Must be tech savvy with the ability to navigate household and office IT applications
- Excellent communication abilities to effectively interact with Principals, board members, and others; be able to foster collaboration and develop strong working relationships
- Managing complex and ever-evolving calendars for the principals and liaising with the Nanny for children’s calendars
- Expertise in various technology and software, including email, calendar apps, CRM systems, etc.
- Meticulous attention to detail
- Maintaining discretion when handling sensitive and confidential information; upholding high ethical standards
- Staff management
- Spanish language skills (speaking, reading, writing)
- Master time management, prioritizing tasks, managing multiple projects simultaneously to maintain efficiency
- Ability to relocate to Puerto Rico within a short period of time
- Adaptable and flexible, no task is too small. All hands-on deck mentality
Location: Dorado, Puerto Rico
Schedule: Monday-Friday, TBD hours (40 hours/week, on occasion overtime if needed)
Salary: DOE
Benefits: Stipend towards health care
Relocation assistance will be provided
No travel required. This is a daily, onsite position at the property in Dorado, Puerto Rico
Employment is contingent upon passing a background and reference check