Personal Assistant

Our client, a high net worth family office, is seeking a highly organized and proactive, experienced Personal Assistant to provide comprehensive support to the Principals and their family. This role will be overseen by the Executive Assistant.

Executive Coordination Collaborate with the Principals and EA to ensure alignment on and prioritization of time- sensitive matters Ensure the Principals’ adherence to annual personal, professional, and family-related goals by collaborating with EA to align their calendar with these aspirations Identify opportunities for process improvement, streamline workflows, and leverage technology/tools to optimize proficiency Provide back up support for EA in coordinating appointments and meetings for principals Travel Logistics Provide support to EA in coordinating intricate travel logistics, including domestic and international trips involving multiple individuals and/or stops Build and maintain a template packing list for each member of the family to ensure efficient, seamless packing for each trip; store and maintain travel documents for the family Arrange and organize all necessary items and provisions to prepare the family for upcoming travel Accompany principals during travel (as needed), staying one step ahead of their needs Ensure properties are cleaned, stocked, and prepared to support family travel and relocations Communicate in real-time to keep Principals on schedule and informed Meeting Preparation and Event Management Curate and execute parties, dinners, retreats and other events, overseeing arrangements such as catering, entertainment, and decorations to ensure successful and memorable gatherings Ensure relevant documentation is prepared and reviewed in anticipation of meetings, networking events, speaking engagements, site visits, etc. Arrange catering for internal and external meetings hosted by the Principals, when appropriate Hospitality and Relationship Management Serve as a liaison for personal and professional constituencies, consulting with Principals, as needed, using discretion Design and execute a workflow for recognizing special occasions (internal and external) and send thoughtful gifts when appropriate Effectively communicate plans and agendas with guests and be responsive to their questions/needs and logging food/drink preferences along with dietary restrictions Greet guests and make everyone feel welcomed by ensuring the right provisions are available to accommodate their stay or visit General Errands and Tasks Assist with personal tasks including meal planning, fitness scheduling, and restaurant reservations Stock petty cash, parking permits, basic household supplies, etc. as needed Arrange and coordinate lunch orders Handle errands related to the family cat, including scheduling veterinarian appointments and grooming sessions. Special Projects Conduct research on various topics such as travel destinations, gift ideas, and professional contacts Act as a liaison with the rest of the family office, including estate management, accounting, domestic staff, and impact team; facilitate org-wide communication and collaboration Attend vendor appointments and communicate updates to the estate management team to help drive task completion, as needed Assist Principals and EA with special projects as needed, including research, data analysis, presentation preparation, and other ad hoc tasks Qualifications:

Ability to travel up to 50% of the time 5 years of experience as a personal assistant for a high net worth family In this role, discretion, integrity, and focused efficiency are paramount, necessitating a professional demeanor characterized by a preference for productivity-focused communication Strong interpersonal skills (diplomacy, tact, and empathy) are essential for building and maintaining positive relationships with Principals, family members, household staff, and external contacts Excellent verbal and written communication skills; ability to communicate in a clear and concise manner to Principals, family members, internal and external constituents, etc. Ability to be on-call 24/7 and respond quickly to requests from Principals and family members Ability to manage complex situations and make logical decisions in, fast pace environments Strong organizational skills; extremely detail-oriented and thorough Comfortable managing up to the Principals and proactive in approach by providing relevant data, facilitating brainstorming sessions, or providing additional information Proactive with the ability to anticipate the needs of the Principals and family members Ability to quickly and effectively solve problems and adapt to changing circumstances Ability to prioritize workloads and pivot quickly, as needed Comfortable in both offering and receiving constructive feedback and suggestions Proficiency in using various software and tools for scheduling, communication, research, and organization is beneficial; must be familiar with Microsoft Outlook and Asana, or similar project management tools Valid Driver’s license and passport