Dynamic Self-Starter

By December 15, 2021

Are you an event planner, home manager, and personal assistant extraordinaire looking for your next opportunity? We have partnered with a humble, UHNW family of four seeking a Personal Assistant/Estate Manager to help manage the family’s calendars, household staff, and multiple homes (including construction projects on the East Coast). This candidate will have flexibility to WFH, as well as office space in the family’s 9,000 sq ft. San Francisco home. The role will require 3-4 trips to the East Coast per year. In addition, this person will help with the principals’ philanthropic pursuits and plan fun and meaningful events ranging from casual barbecues to large, high-profile talks and gatherings.

Seeking dynamic Personal Assistant for a family of four living in San Francisco with frequent travel to the East Coast. The ideal candidate will be a seasoned executive level assistant having worked in an office and home setting that thrives in a fast paced and ever-changing environment. Candidate is a self-starter that can handle a wide range of management/administrative related tasks, as well as, managing household operations. This role can expect to work a regular set of hours during the week but be flexible to work late or on the occasional weekend as needed.

PERSONALITY ATTRIBUTES:

  • Must exercise good judgment, confidentiality, tact, patience and be humble

  • Must maintain professionalism and be friendly with family, extended family, friends, guests, other staff and vendors

  • A clear understanding of industry anonymity and how to implement discretion in all settings

  • Self-Starter with a “no task is too big or too small” attitude

  • Excellent time management skills and organization

  • Flexible to work remotely and come on site as needed

  • Critical thinker and problem solver willing to absorb new/multiple workflows

  • Ability to grow and evolve professionally with the family

MANAGEMENT AND ADMINISTRATIVE

  • Ability to handle sensitive, confidential information on behalf of Principals

  • Can absorb ad-hoc requests, special projects and research projects

  • Manage ongoing tasks lists delegated in Asana

  • Ability to manage and be a liaison with household staff

  • Liaison and coordinate with employer’s personal contacts and providers

  • Intricate, multiple calendar management for principals and children; highlight priorities and rearranging appointments and meetings as needed

  • Travel to the East Coast 3-4 times during the summer ahead of principals’ arrival to summer homes

  • Knowledge of luxury travel, restaurants, design, arts, and culture

  • Plan dinners/events with staff and principals to assure the smooth running of each event. Book service staff as needed (including background checks, NDA’s, site visits; work with outside chefs/caterers as needed for special events, coordinate schedule and share event management with other team members

  • Reconcile household account/expenses, approve invoices for payment

  • Ensure all vendors go through NDA and background check

  • Handle mail, email, and correspondence as needed

  • Must be flexible to work occasional weekends and evenings for family needs and activities, and/or be available after hours for support and communication

PROPERTY MANAGEMENT/MAINTENANCE:

  • Establish maintenance program/protocols for primary residence to minimize equipment failures/downtime for repair

  • Maintain accurate records of house systems/vendors

  • Experience managing construction and remodel projects

  • Select, vet, and manage all household vendors, including security, construction/remodel, maintenance/repair, and ongoing service vendors (vehicles, multiple homes, health and wellness)

  • Empower home office to maintain open communication, put in place systems for smooth operation and communication ensuring home is a place of relaxation

QUALIFICATIONS:

Excellent written and verbal communication skills are required along with the ability to adapt to effectively support employer’s needs, both at home and while traveling. Attention to detail and strong decision-making ability are equally important. This self-motivated individual must be able to manage multiple projects, communicate effectively, simultaneously prioritize critical tasks, and optimize time with employer. Ideal candidate is a career assistant with long-term intent and is bright, forward-thinking/anticipatory, meticulous, highly organized, solution oriented, and humble.

  • Three to seven years of administrative assistance in an office and home setting

  • Willingness to travel to the East Coast as needed during the summers (3 to 4 times a summer)

  • Ability to work autonomously, make execute level decisions and has a growth mindset

  • Comprehensive knowledge of PC/Mac operating systems, iPhone apps, GSuite

  • Must have a valid driver’s license, clean driving record, and have vehicle to run errands as needed

  • Flexibility to work remote, as well as onsite

  • Able to work legally in the U.S.

 

Job ID: GIS2021BZ