Administrative Tasks
- Dropbox Management: Receive and organize incoming mail & maintain filing systems. Flag action and urgent items.
- Handle financials and liase between accountants, banks and other financial institutions
- Assist w/Bill Payments
- Organize, package, ship and receive and return deliveries and packages.
- Review and submit vendor invoices for processing.
- Manage petty cash: maintain and submit records and receipts.
- Execute special household projects and domestic tasks as they arise.
- Maintain and update household manuals.
Family Calendar Management & Pet Support
- Responsible for managing family calendars on a wide variety of appointments including social, medical, veterinary, travel, extra-curricular, etc.
- Be point of contact for communicating w/relevant parties as related to calendars and events.
- Assist w/pet care and specific medical and healthcare routines.
Event Planning & Travel Assistance
- Assist in event planning.
- Oversee events and parties, orchestrating staff accordingly.
- Provide service when staff or vendors cannot.
- Assist with hosting guests & guests needs are met
Staff Supervision & Scheduling:
- Set the service standard required to meet the service needs of the family and property.
- Coordinating scheduling and manage PTO requests for staff.
- Weekly meetings with staff, task delegation and vendor and project updates
- Act as a point of contact and gatekeeper for principals providing updates on household activity, scheduled maintenance.
Property Maintenance
- Complete oversight of home; maintaining consistency of standards, procedures, and services.
- Coordinate activities and provides additional direction to onsite staff.
- Work with, schedule, supervise and upkeep of maintenance schedules for household vendors:
- Contact, screen, propose and oversee vendors. Compare multiple bids, track budget.
- Negotiate and manage contracts, supervise work and review invoices.
- Monthly walkthrough of property (interior and exterior) with checklists and make plans to address action items with other staff
- Have a working Knowledge and learn new household systems (Control 4, Gate Systems
- Maintaining seasonal routines and procedures for the household interior and exterior needs: landscaping, window washing, power washing, etc.
- Maintain organization throughout the home including garage, kitchen + cleaning supplies, kids supplies, etc.
- Conduct organizing projects as needed.
- Supervise construction and renovation projects, from design to coordination of schedules, inspections during various construction phases, monitoring permits, and daily oversight of subcontractors.
- Ensure that the project is executed in accordance with designs, budgets, and schedules; take appropriate action to minimize the impact of deviations.
To be successful in this role, you’ll bring with you:
- “No job is too small or big, get things done” attitude
- Thrive in fast paced and dynamic home environment
- Be proactive and anticipatory of family needs
- Comfortable with changing schedules
- Flexibility and resiliency
- Motivation to take ownership of projects and tasks
- Excellent communication skills
- Highly Organized and detail oriented
- Discretion and confidentiality
Must have:
- Previous Experience as an EA/PA/Family Assistant
- Have previously worked in a multi-staffed house
- Tech Savvy, Knowledge of Apple, Google and project management products; including G-Suite
Other requirements:
- Valid driver’s license, proof of insurance, ability to travel locally and occasional overnight travel
- Must be able to pass a criminal background check and credit check, as dealing with money and credit cards is part of the role
Job Type: Part-time
Pay: $35,000.00 - $45,000.00 per year
Expected hours: 20 – 30 per week
Benefits:
Schedule:
Education:
Work Location: In person