Summary
This is a full-time, dual-scope Personal Assistant role across both professional and personal matters. The ideal candidate is highly organized, discreet, and flexible, with the ability to manage a dynamic calendar, handle confidential business matters, and oversee personal and household affairs with the same level of professionalism.
Key Responsibilities (Professional)
Confidentiality:
- Handle sensitive and confidential information with discretion and professionalism.
Communication:
- Act as a liaison between the executive and internal/external stakeholders.
- Draft and proofread emails, letters, and other communications on behalf of the executive.
Calendar Management:
- Efficiently manage the executive's calendar, schedule appointments, and coordinate meetings, both internal and external.
- Prioritize appointments and events to optimize the executive's time.
Administrative Support:
- Handle email correspondence and phone calls, screening and redirecting them when appropriate.
- Prepare and edit documents, reports, and presentations with keen attention to detail.
- Manage travel arrangements, including booking flights, accommodation, and transportation.
Organization:
- Maintain an organized filing system, ensuring documents and information are easily accessible.
Key Responsibilities (Personal Home & Family)
Family Schedule Management:
- Coordinate family members schedules, including appointments, school events, extracurricular activities, and social engagements.
Household Management:
- Oversee household organization, including managing domestic staff, household supplies, and maintenance services.
- Arrange and supervise home repairs, renovations, and other projects as needed.
Family Errands:
- Coordinate tasks related to family and childcare including school and items drop-offs/ pick-ups, gift purchases, and other errands
Administrative Support:
- Manage the executive and family's travel arrangements such as flight booking, accommodation, and activities
- Handle email correspondence, phone calls, and other communications.
Financial Management:
- Assist with bill payments, and financial record-keeping for both household and personal expenses.
- Prepare and write checks for various expenses, ensuring accuracy and amounts and proper documentation of transactions.
Qualifications:
- Discreet and trustworthy, with a strong sense of confidentiality.
- Resourceful problem solver with a proactive attitude.
- Exceptional organizational and time management skills.
- Strong verbal and written communication abilities.
- Proficient in utilizing a wide range of technology tools and software applications.
- Ability to multitask and prioritize tasks effectively.
- Understanding of family dynamics and the ability to work well with children of different ages.
- Professional demeanor and strong interpersonal skills.
