Personal Assistant

Hours: Monday - Friday, 9am
-5pm, but candidates should be flexible and responsive after hours

Salary
:
Approx. in the range of $120,000 to $130,000, DOE

Medical Stipend, PTO/sick days, main federal holidays

One Principal

One property in Houston, around 3,000sq ft; another property in Nantucket, MA

One property manager in Nantucket only, NY building supervisor, family office staff, household staff in Houston

The Person al Assistant (PA) is expected to provide administrative and day-to-day general support to the principal and their family as needed. General responsibilities include calendar and appointment management, personal errands, shopping, and booking travel, etc. The PA will be the primary point of contact for the day-to-day running of the property and its staff. The principal appreciates a great attitude and flexibility and may ask you to assist with responsibilities outside your job description from time to time.

Please find your primary responsibilities outlined below:

* Please note the below list is not exhaustive.

• Some remote work from home, but regular visits to the property as required (for running errands, mail pick up, oversight of the property and staff, and assisting the principal as needed)
• Preparing appropriate, efficient and timely responses to all the principal's requests, whether made in person, electronically or otherwise
• Managing access to employer by screening, drafting, and issuing correspondence on their behalf (ex. phone, email, mail)
• Managing and updating contacts as needed
• Creating and maintaining electronic filing systems, home computer systems, and taking operations "online" where possible. Full computer literacy and competencies are required.
• Pre-empting the principal's needs and acting with initiative and autonomy where appropriate
• Efficient calendar planning week to week; ensuring the principal is aware of all appointments and is fully prepared. Must be able to manage last-minute changes/requests, and to pre-empt potential scheduling conflicts.
• Coordinating with the family's diaries and calendars as needed
• Maintaining efficient electronic filing and organization of correspondence and documentation/ files.
• Assisting with projects and research as required
• Keeping a record of all receipts/ petty cash expenditure
• Liaising with third party suppliers/ partners to ensure correct documentation is forwarded to the appropriate teams
• Organizing and assisting with event planning
• Personal shopping and errand running for the principal
• Providing reminders for key dates throughout the year (i.e. birthdays, anniversaries, medical checkups, etc.)
• Booking theatre/concerts tickets and restaurant reservations as requested
• Creating present suggestions
• Helping with the day-to-day requests of other family members as needed
• Organizing personal and family travel & holidays including transportation, activities and accommodation when requested. Putting together itineraries and managing family calendars

• Ordering supplies
• Monitor deliveries and arrange returns
• Sort mail, separating junk
• Bringing outstanding bills to principal's attention for review and paying approved bills
• Manage petty cash, household budgets, and keeping a record of all expenses

• Working from the home to oversee suppliers, contractors and various appointments as needed
• Sourcing suppliers and maintaining robust relationships and up to date emergency contact lists
• Oversight of all renovation projects and general maintenance of the residence; making the client aware of any necessary repairs or purchases
• Liaising with the town planner, construction team and interior designer regarding the construction, providing reports to the principal where appropriate
• Serving as primary point of contact for all emergencies and urgent questions