Job Description

Job Description

Job Title: Full-time Personal Assistant (Hybrid)

Reporting to: The Principals

Location: Woodside area of San Francisco, CA (3 days in home office and 2 days remote; or potential for mornings in office and afternoons remote, depending on client need)

Hours: Monday through Friday; 8am-5pm; must be flexible with work hours and be responsive after hours and on weekends as needed

Salary: $130k - $150k, dependent on experience

Benefits: Medical, dental, vision, retirement; PTO, sick days and federal holidays

The Family: Busy couple

The Staff: Family office, and a home/estate manager

Key Responsibilities*

Please find your primary responsibilities outlined below:

*Please note the below list is not exhaustive.

General Administrative

• Preparing appropriate, efficient and timely responses to all the principal’s requests, whether made in person, electronically or otherwise
• Efficient calendar planning week to week; ensuring principals are aware of all appointments and are fully prepared
• Manage all appointments, scheduling, etc.
• Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts
• Managing and coordinating the principal’s diaries and calendars as needed
• Working from the family’s home with their home support team to oversee suppliers, contractors and various appointments as needed (when onsite)
• Sourcing suppliers necessary (e.g., pest control, dry cleaners, maintenance workers)
• Maintaining an up-to-date supplier list
• Assist in overseeing all deliveries, general maintenance and renovation projects of the residences
• Interface with charitable organizations (re: donations, letters of Acknowledgement, etc.)
• Coordinate signatures when needed
• Interface with the home/estate manager

Family Support

• Undertaking personal errands, shopping, picking up packages, etc. (as needed and when onsite)
• Organizing and assisting with event planning – dinner parties, etc.
• Maintaining the cars, keeping on top of services and liaising with the local mechanics

Accounts & Bill Pay

• Keeping a record of all household expenses – preparing expense reports
• Assisting with household bill pay
• Liaise with bill payment team all 3rd party provider accounts, ensuring punctual payments
• Electronically filing/ organizing all financial documents efficiently, providing the appropriate team member with the relevant documents required throughout the year.
• Check Credit card statements and forward to bill payment team

Travel Planning

• Help coordinate all aspects of family travel:flights, accommodations, itineraries, reservations, and ground transportation with the principals (commercial and private)
• Maintain and update family calendars with social engagements, appointments, and travel plans

Requirements

• Strong command of English language; good communication skills, both written and verbal
• Excellent grammar comprehension
• A clean valid drivers’ license, with own car to travel to and from work
• Legally able to work within the United States
• Minimum 5 years working in a private home
• Excellent references required from both current and previous employers
• Happy to have a background check run (criminal & driver)
• Happy to sign a confidentiality agreement and non-disclosure agreement

Job Tags

Full time, For contractors, Work at office, Local area, Work from home, Home office, Monday to Friday, Flexible hours, Weekend work, Day shift,

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