Job Details
Executive Personal Assistant / Remote + Travel
150k-175k
General Administrative
- Preparing appropriate, efficient and timely responses to all the Principal s requests, whether made in person, electronically or otherwise
- Managing access to employer by screening, drafting, and issuing correspondence on their behalf
- Liaising cohesively with other team members in bringing together all aspects of the Principal s family life
- Pre-empting the Principal s needs and acting with initiative to take some responsibility away from the Principal
- Efficient calendar planning week to week; ensuring Principal is aware of all appointments and is fully prepared.
- Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts
- Managing and coordinating the family s diaries and calendars as needed
- Organizing meetings, to include, sending Zoom links to all parties, booking meeting rooms, booking tables at restaurants, sending calendar invites, booking any cars
- Creating meeting agendas, preparing meeting materials, taking meeting minutes, photos, etc. and distributing them in a timely manner to the relevant parties
- Assisting with projects and research as required, to include research on individuals for meetings providing one page synopsis, and sourcing new planners or vendors
- Assisting with recruitment (light touch), to include posting jobs on various platforms
- Ensuring availability and flexibility, including managing last minute requests beyond office hours, over the weekend and holidays
Family Support
- Helping with the day to day requests of the children and other family members as needed
- Coordinating extracurricular activities, appointments, and outings
- Personal shopping and errand running for the Principal and family
- Ad hoc recommendations and bookings for hotels/theatre/concerts/art/cultural offerings/present suggestions and restaurants
- Providing reminders for key dates throughout the year (i.e. birthdays, anniversaries, medical checkups, etc.)
- Managing family suppliers and emergency contact lists
- Organizing family travel and holidays including transportation, activities and accommodation when requested. Putting together complicated itineraries and cope with last minute changes/requests
- Managing and coordinating the family s travel calendars as needed
- Prepare a monthly presence day tracker and description for residency documentation.
Office Management & Supplies
- Ordering supplies
- Monitor deliveries and arrange returns
- Sort mail, separating junk
- Paying approved bills
- Manage petty cash, household budgets, and keep a record of all expenses
- Liaising with any vendors/ contractors, e.g. computer support, phone support, utilities
- Assisting with setup of new employees, adding them to systems, setting up emails, light training on systems, getting building passes organized
Property Management
- Ensuring property is clean, organized and very well maintained at all times
- Working from the family s home with their home support team to oversee suppliers, contractors and various appointments as needed
- Sourcing suppliers necessary e.g., pest control, dry cleaners, maintenance workers
- Maintaining excellent relationships with suppliers
- Ensuring all maintenance contracts are negotiated, documented, stored and well monitored
- Maintaining an up-to-date supplier list
- Oversight of all deliveries, general maintenance and renovation projects of the residence; making the Principals are aware of any necessary repairs or purchases that are beyond the scope of the household staff
- Monitoring the progress of projects, to ensure that they are being prioritized in accordance with the Principal s needs and that outcomes are being reached in a satisfactory time scale and to the standard and budget expected
- Proactively implementing and improving systems within the house
- Ensuring the property is always guest ready , to include; checking that all equipment is working, undertaking walk throughs as necessary and keeping the household fully stocked with necessary supplies at all times
- Actioning all seasonal maintenance property requirements
- Managing household staff; including schedules, payroll, holiday cover, new hires, grievances etc.
- Recruiting new household staff as required
- Liaising with household staff on behalf of the Principal with any property issues/requests.
- Forging positive relationships with the family and household staff & becoming a trusted go to person when needed
- Organizing and assisting with event planning
Accounts & Bill Pay
- Keeping a record of all household expenses preparing expense reports
- Assisting with household bill pay, ensuring automatic payments where possible
- Managing/ assisting all 3rd party provider accounts, ensuring punctual payments
- Bringing outstanding bills to Principals or CPA s attention for review and assisting in paying approved bills when asked
- Paying approved bills through the correct LLCs
- Creating LLCs as directed
- Filing/ organizing all financial documents efficiently, providing the appropriate team member with the relevant documents required throughout the year.
- Preparing/ organizing documents required for the filing of tax documents.
- Collecting insurance reimbursement forms from the healthcare providers and submitting - tracking all paperwork until completion
Asset Maintenance & Oversight
- Assisting with managing private planes/ boats etc.
- Inventorying assets; cars, boats, planes, homes etc.
- Registering all assets as needed, ensuring insurance and appropriate required legals are taken care of
- Ensuring maintenance of various assets is scheduled and diarized
Travel
- Travelling as needed
- Property set up: ensure the house is ready - supplies are ordered, relevant staff know their duties, suitcases are unpacked ensuring the house is fully ready.
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