Job Description
Principal with main residence in Upper West Side of NYC and secondary residence in Southampton, New York is seeking a high impact full-time personal assistant. Ideal candidate is enthusiastic, dedicated, a polished professional who loves detail, is charged by multi-tasking in a variety of settings and is willing to wear a variety of hats. Schedule is on Monday – Friday at 9:00am – 5:00pm. Flexibility is required with advanced notice to work very occasional later evenings and weekends. Personal Assistant must be comfortable working collaboratively with staff (e.g., businesses, domestic employees, etc.). This person solves problems before they arise, is quick on their feet, and sees tasks through from beginning to end. Personal Assistant will provide administrative support (collaborating with executive assistant), keep principal informed of scheduled appointments and calendar changes (must be technologically savvy), manage correspondence, shop, plan and make last minute arrangements and interact with with a variety of professional and personal contacts. Candidates must have a positive attitude, organizational and creative problem solving skills, be adaptable to change and capable of practicing the utmost discretion in regard to the principal and her family. Candidates must enjoy being around children, dog and cat. Seeking candidate that is a “go-getter”, works well under pressure and holds core values that align with those of the family and their businesses. This is a newly created position for growing domestic team. Family is open to local candidates and domestic relocations. Start date is flexible for the right candidate.
RESPONSIBILTIES:
- Anticipate needs of principal and provide first class service to her in a variety of settings
- Manage and track pertinent information on behalf of principal
- Provide options and information for optimal decision making
- Coordinate and communicate with business and domestic employees to maximize efficiency for principal
- Manage guests and family members: arrivals, departures and transportation as needed
- Manage and update technology as necessary (maintain databases regularly)
- Keep passports and other essential documents up to date and ready for travel
- Schedule personal appointments and maintain calendars for principal
- Assistance with board member responsibilities (principal is on five boards)
- Management responsibilities of residences that are located in Upper West Side of NYC and Southampton, New York (including renovations that are currently in process)
- Seasonal opening / closing of Southampton residence (e.g., arrange for storage of outdoor furniture at the end of season, oversee home systems adjustments for seasonal utilization, prepare all aspects of household and property for family utilization, etc.)
- Create inventory checklists and ensure inventory is always stocked in accordance with principal’s preferences (e.g., household items, cleaning supplies, toiletries, supplies for guests, medication and supplements, etc.)
- Hire, train, and manage domestic employees for residences and supervise the quality of their performance (scheduling review / evaluation annually with each employee)
- Coordinate staff schedules to ensure adequate coverage at all times based on family’s needs, travel schedules, guests visiting properties, etc.
- Ensure housekeepers have principal packed and unpacked before and after travel
- Test appliances and home systems (verify security and integrity of properties) including Smart Home technologies
- Collect quotes / proposals from various vendors and contractors (oversee negotiations, invoices, payments, etc.)
- Schedule home maintenance and repair work along with supervising projects and ensuring NDA is signed prior to work being completed (e.g., vendors, contractors, interior designers, decorators, etc.)
- Maintain vehicles, fill gas tank, take for service appointments, and keep accurate records of services completed
- Run ad hoc errands (e.g., shopping, dry cleaning, repairs, shipping packages, etc.)
- Plan and book all aspects of professional and personal travel including international and domestic trips
- Assist with event production for various social and private events (e.g., planning and preparation, scheduling caterers and servers, knowledge of silver service, ensuring flawless execution day of event, clean up, etc.)
- Miscellaneous gift procurement for family, guests, staff, etc.
- Schedule meetings with principal as needed to discuss their schedules, travel plans, upcoming events, special projects, etc.
QUALIFICATIONS:
- Ability to travel domestically whenever necessary to other residence in Southampton, New York
- Highly organized, detail oriented, proactive, excellent time management, efficient, and service focused
- Attentive to principal’s preferences and style (intuitive to her needs)
- Ability to maintain discretion (confidentiality agreement is required)
- Ability to be discreet with respect for principal and family’s privacy (ability to be friendly without being too familiar and available without being intrusive)
- Professional presentation of self and great personality
- Strong organizational ability to present projects, budgets, lists, bids, quotes, etc. to principal and through use of technology
- Ability to develop and maintain solid working relationships with service providers, contractors, and vendors
- Ability to work collaboratively with interior designers and oversee interior design projects
- Ability to easily take direction
- Strong ability to communicate and collaborate efficiently and effectively with principal and domestic employees
- Strong technology skills and experience working with Macintosh and PC
- Positive attitude and ability to handle residences and staff with ease and calm demeanor
REQUIREMENTS:
- 5-10+ years of consistent and recent full-time personal assistant experience
- 2-3+ references from domestic positions
- Eligible to work in the United States
- Fluent in English (verbal and written communication)
- Driver’s license and clean driving record
- Willing to run extensive background checks, motor vehicle checks, drug tests, and psychological evaluation
- Seeking longevity / long term commitment (e.g., at least 2-5+ years)
- Live a commutable proximity to family’s residence in Upper West Side of NYC or willingness to relocate
- Comfortable with children, dog and cat
COMPENSATION:
- $150K+ gross annual salary (based on experience and qualifications)
- Gross monthly health insurance stipend (independent policy required for reimbursement)
- Six government holidays paid
- New Year’s Day
- Memorial Day
- Labor Day
- Independence Day
- Thanksgiving
- Christmas
- Discretionary annual bonus and raise (performance evaluation required)
Please read the job description carefully and kindly apply with your cover letter, resume, references (email address and phone number), letter(s) of recommendation, and professional photo if you feel that you meet all of the requirements. We look forward to hearing from you!
Job Tags
Full time, For contractors, Seasonal work, Local area, Work from home, Relocation, Monday to Friday, Flexible hours, Afternoon shift