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,