Job Description

Position Overview:
We are seeking a highly organized, proactive, and discreet Executive Personal Assistant to support a family with household management, personal errands, family-related activities, and executive-level tasks. The ideal candidate will have exceptional organizational skills, a team-oriented attitude, and a proactive approach to problem-solving, be forward thinking and anticipate needs, all while upholding the highest standards of confidentiality and professionalism. This role involves managing household operations, coordinating with subcontractors and other individuals employed by the household, supporting family logistics, and assisting with new home construction.

Key Responsibilities:

1. Household and Property Management:
   • Shop for household supplies including groceries and manage inventory.
   • Oversee daily operations of properties, including maintenance, repairs, and vendor relations.
   • Coordinate subcontractors and contractors for household and vehicle maintenance.
2. New Home Construction Support:
   • Assist in coordinating logistics, timelines, and communications with contractors and designers.
   • Research and manage selections for home-related purchases and services.
3. Family and Child-Centric Tasks:
   • Research and coordinate extracurricular activities, classes, and tutors for children.
   • Maintain schedules for children's school and activities.
4. Travel Management and Planning:
   • Plan and book family travel, including private/commercial flights, accommodations, and itineraries.
   • Handle last-minute adjustments to ensure smooth travel experiences.
5. Errand and Personal Support:
   • Run personal errands, including post office trips, item pick-ups/drop-offs, and deliveries.
   • Support family members with concierge-level service for personal needs.
6. Administrative and Executive Organization:
   • Manage calendars, appointments, and correspondence (Liaise with Executive Assistant as needed)
   • Organize and maintain filing systems and digital records.
   • Streamline administrative processes and handle special research or other projects. Administrative processes relate to household administration (filing, organization etc), hands on household management/organization and special research projects include anything from shopping to generating leads related to new home construction/outfitting, specialized travel plans, researching specialized educational opportunities, creative home projects (eg supervising putting together photo albums), etc.
7. Event and Social Coordination:
   • Plan and execute family events and gatherings (ie special occasions, get togethers, birthday parties etc.)
   • Manage RSVPs, venue bookings, and event logistics.
8. Financial Oversight:
   • Track household and personal expenses, ensuring accuracy in reconciliations.
   • Manage contracts and negotiate rates with vendors and service providers.
   • Deal with all financial matters relating to purchases, contractors/subcontractors, individuals employed to perform services, etc.

Qualifications:

• Proven experience (minimum of 3+ years) as a Personal or Executive Assistant or in a similar role for high-net-worth families.
• Exceptional organizational and multitasking abilities.
• Strong research and planning skills, with a detail-oriented mindset.
• Excellent communication skills, both verbal and written.
• Tech-savvy, with proficiency in productivity tools and scheduling software.
• Valid driver's license and reliable transportation.
• Flexibility to work non-standard hours on occasion.

Compensation:

Up to $100,000 Gross per Year + Benefits

Job Tags

For contractors, For subcontractor,

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