Family​/Personal Assistant

Job Title: Full-Time Live-Out Family/Personal Assistant

Reporting to
:
The Principals

Start: ASAP

Location
:
Upper East Side of Manhattan, NYC

* Candidates must already be local to NYC*

Hours: Monday through Friday, 11am-7pm, 40 hours per week (must be flexible to work additional hours and weekends as needed)

Salary: $130,000 - $160,000/per year, dependent on experience

plus, annual review with increase adjustment, and year-end discretionary bonus

The Family: Husband, wife, 3 boys (11, 9, and 7-years-old)

Pets: one mini-poodle dog

Main Home: Co-op on the Upper East Side

2nd Home: House in Hudson Valley; they spend approximately eight weeks in the summers at the residence, as well as holidays, school breaks, and some weekends throughout the year

The Staff: Full-time housekeeper and a nanny

Travel: Travel to the family's Hudson Valley home as needed throughout the year and spend the summer there with them. Weekend trips back to the city are welcomed if desired. Accommodation at the Hudson Valley property is a guest cottage.

Occasional additional domestic and international travel, including travel ahead of the family to prepare residences/rentals and ensure everything is set up prior to their arrival.

Key Responsibilities*

Please find your primary responsibilities outlined below:

* Please note the below list is not exhaustive.

General Administrative & Day-to-Day

• Preparing appropriate, efficient and timely responses to all requests, whether made in person, electronically or otherwise
• Liaising cohesively with other team members in bringing together all aspects of family life
• Pre-empting the needs and acting with initiative to take on responsibility
• Efficient calendar planning week to week; ensuring family is aware of all appointments and is fully prepared
• Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts
• Providing reminders for key dates throughout the year (e.g. birthdays, anniversaries, medical checkups, etc.)
• Assisting with projects and research as required
• Ensuring availability and flexibility, including managing last minute requests beyond core work hours
• Personal shopping and errand running; to include the shopping for the home, managing household inventory. Ensuring all dry-cleaning items are collected and returned in a timely manner (to be carried out collaboratively by this role, either independently or in coordination with the housekeeper)
• Manage household staff, assuring the property is held to the standard as set by the principals
• Gift purchasing and wrapping; tracking all sent items
• Managing family suppliers and emergency contact lists

Household Bill Pay & Petty Cash

• Keeping a record of household expenses and petty cash
• Assisting with household bill pay
• Managing/ assisting all 3rd party provider accounts where appropriate, ensuring punctual payments
• Filing/ organizing all financial documents efficiently

Property Management

• Ensuring property are clean, organized, stocked, and very well always maintained
• Working from the family’s home to oversee suppliers, contractors and various appointments as needed
• Sourcing suppliers necessary e.g., pest control, dry cleaners, maintenance workers
• Maintaining excellent relationships with suppliers
• Oversight of all deliveries, general maintenance of the residences
• Ensuring the properties are always ‘guest ready’, to include; checking that all equipment is working, undertaking walk-throughs as necessary and keeping the household fully stocked with necessary supplies at all times
• Forging positive relationships with the family and household staff & becoming a trusted ‘go to’ person when needed

Family Support & Child Assistance

• Provide child-friendly support, assisting with routines such as school preparation on occasion and after-school activities
• Prepare light meals or snacks as needed
• Occasional supervision
• Assist with coordinating appointments, school events, recreational outings, and extracurricular schedules
• Occasional driving of children to/from school, lessons, or activities (family vehicle provided)

Asset Maintenance & Oversight

• Inventorying assets; cars, art, homes, jewelry, etc.
• Registering all assets as needed, ensuring insurance and…