Personal Assistant

Requirements:Strong command of English language; superior communication skills, both written and verbalExcellent references required from both current and previous employersBachelor’s degree from a 4-year College or University preferredMinimum 3-5+ years related experience working in a similar role within a private familyExceptional organizational skills and dedication to responsibilities; above and beyond attitudeMust be available by text, email, and phone during work hours (when not in person)Must work with the utmost discretion and have a no job is too big or too small approach to the roleHigh EQ with an innate ability to read the room– knows when to lean in and when to give spaceAbility to exercise quick and accurate judgment and work well in fast-paced environmentsEffective and proactive problem-solver; able to analyze situations thoroughly in order to anticipate problems before they ariseAbility to complete multiple tasks skillfully and pivot seamlessly to prioritize time-sensitive tasks and tight deadlinesExceptional follow through skills with the ability to be flexible and adaptable to the family’s preferencesExperience with invoices, bill pay/management, and expense trackingDetail oriented; prioritization and efficiency required at all times as well as the ability to work independentlyProfessional, positive, personable, and poised in both mindset and mannerMUST be comfortable and enjoy being around childrenComputer savvy with strong ability in both Mac and PC systems, including Microsoft Office, and Google calendar/driveValid Driver’s license; confident driver with zero pointsDegree from an accredited college or university is a PLUSLegally able to work in the United StatesJob Description:A busy New York City family seeks a proactive, efficient, and highly organized Personal Assistant who will support, execute, and collaborate to seamlessly manage the day-to-day functions and operations of the homes, calendars, appointments, etc. This position consists of a somewhat flexible and hybrid Monday-Friday schedule with overriding flexibility if needed. Some days will be in person at the main residence in NYC while others might be working from home, running errands, etc. Main touch points will include managing the family's calendars, household operations, vendors, events, projects, invoices and bill pay, school and medical forms, as well as oversight into a secondary residence in the Hamptons alongside a Property Manager. The ideal candidate will be adept at scheduling appointments, managing personal and family calendars including the children's schedules, coordinating and overseeing family events, running errands, making returns, organizing and inventorying the home, and various projects that may arise throughout the year. Additionally, the Personal Assistant will be responsible for vendor and service provider management including, scheduling, obtaining proposals, providing oversight, invoicing, and bill pay.Heavy emphasis is placed on working with discretion, strategic problem-solving, effective communication, and anticipating the needs of the family. This position requires strong follow-through skills and an incredible attention to detail while still keeping an eye on the big picture. The ideal candidate will be warm, professional, positive, considerate, and work with a no job is too big or too small mindset.Job responsibilities include, but are not limited to:Maintain ever-changing personal and household calendars with constant communication and follow-upCommunicate effectively with principals and other staff to advise on changes in schedules, project updates, overall home projects/logistics, etc.Organize, oversee, and manage vendors and all home maintenance including any construction or renovationsCoordinate repairs and troubleshoot any issues at both the primary and secondary residencesWork and coordinate effectively with Hamptons Property Manager on tasks, maintenance, vendor management, ensuring the home is principal ready, etc.Manage proposals, invoicing, and bill payments for vendors and staffCoordinate children's extracurricular activities and events as well as school, camps, etc. and all corresponding documents including medical forms and appointmentsMake reservations, run errands, execute returns, research as needed for various tasks and projectsCoordinate events, parties, invitations, correspondence, and gifting with detailed and advanced reminders to ensure on track executionTrack projects including any construction/renovations, as well as all personal and household tasks, and maintenance through spreadsheets and calendars to ensure items are completed and provide status updates as requestedManage all holiday decorations, gifts, inventory, and correspondenceAssisting with basic travel arrangements as neededMaintain overall organization, efficiency, and inventory throughout the homeDemonstrate a hands-on approach to designated administrative and personal tasks and home maintenanceAdditional projects and responsibilities relating to a Personal Assistant role as needed and upon request

Created: 2025-01-14