The Personal Assistant will play pivotal role in ensuring the seamless management of the
family's personal, household, and lifestyle needs. The position requires proactive problem-solving, attention to detail, and the ability to adapt to changing priorities. This role is essential in creating a well-organized, efficient, and enjoyable home environment.
Essential:
- Minimum 12 months of Personal Assistance experience: Proven track record in providing high-level administrative and organizational support in a personal assistant role, ensuring seamless day-to-day operations.
- Experience managing multiple calendars and schedules: Demonstrated ability to coordinate and oversee complex and dynamic schedules for family members, balancing personal and professional commitments with precision.
Preferred:
- Experience in an Accounts or Administrative Role: Familiarity with handling accounts payable, expense management, and general administrative duties, ensuring financial accuracy and timely processing.
- Personal Assistance Experience in a Family Office: Previous experience in a family office setting, providing tailored support to meet the unique and diverse needs of a private household.
- Event Management: Hands-on experience planning and coordinating family or social events, from intimate gatherings to larger functions, ensuring every detail is handled with care.
- Travel Management: Competence in organizing both domestic and international travel, including booking flights, accommodations, itineraries, and managing last-minute changes.
- Exposure to Children's Activities and Support: Experience assisting with education communications, co-curricular activities, and managing health and wellness appointments for children, in collaboration with caregivers or Au Pairs.
- Intermediate skills in Word, Excel, PowerPoint, OneNote, and Outlook, ensuring seamless document creation, data management, and communication, supporting the family with well-organized, professional output
KEY ROLE & RESPONSIBILITIES
- Email & Calendar Management: Handle professional and personal email communications and calendar scheduling
- Travel Coordination: Manage and coordinate personal travel when required, including flights, accommodations, and itineraries. Ensure all travel arrangements align with schedules
- Meeting Support: Prepare meeting agendas and take minutes for personal meetings
- Support Personal Procurement: Assist with sourcing and purchasing personal items for the family, ensuring quality and timely deliveries.
- Residence Management: Provide comprehensive oversight for the personal residence
- Household Staff Management: Manage schedules, roles and responsibilities of household staff such as Chef, Housekeeper, Au Pair, Education Assistant and various contractors to ensure smooth daily operations within the household.
- Pet Management: Organization of pet food and supplies, coordinate transportation for appointments or travel, and handle any additional pet-related requirements to maintain the well-being of all family pets.
- Education Liaison: Handle all education-related communication to ensure the children's academic activities run smoothly.
- Manage Co-Curricular Activities: Coordinate sign-ups and manage logistics for co-curricular programs, ensuring children's schedules are balanced and enriching.
- Calendar Oversight: Maintain up-to-date calendars for all children's activities, ensuring smooth transitions between events.
- Tech & IT Support: Oversee children's electronics and IT needs, from device setup to troubleshooting.
- Event Management: Organize special family events, ensuring every detail is managed effectively.
- Medical Support: Assist in managing the family's health by booking medical appointments and maintaining accurate medical records, including histories and treatments.
- Health & Wellbeing Support: Help coordinate relationships with health practitioners and
manage ongoing treatments or appointments. such as fitness sessions, mindfulness
practices, and other routines that promote wellbeing.
