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DETAIL ORIENTED, TECH SAVVY EXECUTIVE ASSISTANT FOR PUERTO RICO BASED CEO. YOU MUST LIVE IN PUERTO RICO OR BE OPEN TO RELOCATING Our client in Puerto Rico is seeking an Executive Assistant to provide high-level administrative support. The EA will provide assistance to a HNW CEO; this role requires a very detail-oriented person who is nurturing but assertive. Involves a wide range of activities including scheduling, general organization and day-planning, running errands, planning international travel and accommodations for himself and his family, researching assigned tasks, handling confidential information, and facilitating communication between the Principal, his family and colleagues. The candidate should be technologically savvy and have a strong predisposition for understanding new applications and AI in order to work more efficiently and effectively. The candidate may be required to travel with the Principal and his family for extended periods of time, thus a passport is required. Responsibilities
  • Calendar and Task Management: Create and manage a shared calendar with Principal and work colleagues. Coordinate and manage calendar, scheduling meetings and conferences, and personal/business travel (both private travel and commercial)
  • Communication: Serve as the primary point of contact, screen calls (as requested) and summarize emails, and other communications. Monitor communication platforms for attention and follow up
  • Document Preparation: Monitor daily emails and other correspondences and prioritize the items that need Jack’s immediate attention. Facilitate signatures of important documents that need execution. Monitor mail, pickup packages and other deliveries as directed
  • Meeting Coordination: Organize and facilitate meetings, including setting agendas, taking minutes through AI, and ensuring follow-up actions are completed. Use of AI to record meetings and delivery of notes to the intended audience
  • Confidentiality: Handle confidential information with discretion, befitting the executive level. A high degree of trust is required for this position
  • Project Management:  Assist with special projects as assigned and coordinating with other members of the team as necessary. You will be expected to monitor emails after hours, but not required to work after hours, except for urgent matters
  • Administrative Duties: Perform routine administrative tasks such as data entry, researching and booking travel, organizing affairs on a day-to-day basis to help achieve a peaceful mindset knowing that things are being handled and organized. Purchase gifts for family members, keep all receipts and reporting all expenses to accounting team and occasionally driving family members to activities
Qualifications
  • Strong organizational and multitasking skills is an absolute must
  • Strong personality to follow up on important items until they are complete
  • Ability to think independently and prioritize
  • TECH SAVVY. Proficient in use of AI, Microsoft Office Suite and other office management tools
  • A nurturing attitude and a desire to enhance others’ lives; service heart
  • Excellent written and verbal communication skills
  • Ability to work as part of a team
  • Discretion and confidentiality are essential
  • Bachelor's degree or equivalent experience
  • Minimum of 5 years of experience as an Executive Assistant or similar role supporting a very busy CEO and family
Compensation
  • Competitive salary based on experience
  • Benefits package including (health, dental, and retirement plans)
  • Assistant will be provided with a car to perform the duties above
Schedule
  • Monday-Friday (unless otherwise needed on a weekend)
  • Working the usual 8 hour days (with flexibility) on a hybrid basis (working from office/home and on the road)
Location
  • San Juan, Puerto Rico
  • Relocation stipend shall be provided if necessary
For more information please visit our candidate portal:FAQ Candidates Employment is contingent upon passing a background check and verification of references

Job Features

Job CategoryClosed Job
Salary$125k plus
BenefitsRelocation and usage of car

Our client in Puerto Rico is seeking an Executive Assistant to provide high-level administrative support. The EA will provide assistance to a HNW CEO; this role requires a very detail-oriented person ...

Family Assistant
Las Vegas, Nevada
Posted 4 months ago

FULL TIME FAMILY ASSISTANT NEEDED IN LAS VEGAS – MUST BE LOCAL 

We are working with a wonderful client who is seeking a detailed Family Assistant who has experience working with children to work out of the client’s 11k sq. ft. home and will be instrumental in setting up the home office. The ideal Family Assistant will be providing care of a young child, 2 small dogs and helping to manage multiple rental properties in addition to other ad hoc duties.

Responsibilities will include day-to-day administrative tasks, bookkeeping, filing, following up on calls and emails, QuickBooks support and additional duties. Household responsibilities include, grocery shopping, local deliveries, shipping and receiving packages, and creating overall organizational systems to make the home run efficiently.

The principal owns several properties, the Family Assistant will be responsible for supporting the rentals by ordering supplies, taking inventory, picking up/dropping off keys and gathering mail.

The ideal candidate should be familiar with private charter service, creating travel itineraries and doing research. Management of household vendors, calling in repair and maintenance personnel and managing their work, possibly overseeing a housekeeper and general daily management of the main household.

We are seeking an experienced childcare provider who is a hybrid of house management, personal assistant, and family assistant as you will be using all your skills in this position. Montessori experience helpful but not required. Must love children, this is a 3.5 yr old toddler. Good with dogs (there are 2 small dogs).

Must have the flexibility to travel with principal and child.  

Location: Las Vegas, Nevada

Contract Length: Full-time/permanent

Schedule: Mon-Fri w/ some flexibility

Salary: $80-$100k

Must pass background and reference check

For more information about what we require and to be considered please review:FAQ Clients

Job Features

Job CategoryClosed Job
Salary$80-$100k 

We are working with a wonderful client who is seeking a detailed Family Assistant who has experience working with children to work out of the client’s 11k sq. ft. home and will be instrumental in se...

Our clients with a private Family Office in Denver, Colorado with capital, philanthropic and personal initiatives are seeking a full-time Personal Assistant. The PA will support the Principals and will coordinate activities between local and international property personnel, office staff, other family member’s teams, vendors, and partners. As a critical member of the team, the Personal Assistant will be called upon to assist in coordinating on behalf of the principals including property management, calendar maintenance, event coordination and other various personal matters as requested. This position requires someone with a very strong attention to detail, the ability to quickly shift gears and keep track of projects. Clients may consider relocation for the right individual.

We are seeking a versatile, and resourceful individual to serve as Personal Assistant. The ideal individual must be a self-starter who is service-oriented. The Personal Assistant must be a critical thinker, an excellent problem solver and highly empathetic. This person should be an excellent project manager with a strong attention to details. Candidate must speak Spanish, native language skills are preferred.

We are looking for a thoughtful, flexible individual with years of professional experience in providing service and support. This person may have been an Executive Assistant, Chief of staff or Personal Assistant in the past. Someone who finds joy in improving the lives of those around them. This person will be patient and prepared for increased levels of responsibility as trust is built. Prefer a low-key individual who is not seeking a celebrity family or high-profile environment.

The position is based in Denver, Colorado. The family consists of a couple and their two teen-aged children. The primary work environment for this position is onsite at the Principals’ estate and the assistant may occasionally travel with the family. This role will report directly to the Principals.

DUTIES

  • Calendaring – Efficiently manage an active schedule across business, philanthropic and personal workstreams. Facilitate calendar management including scheduling calls, in-person meetings and video conferences.
  • Meeting Preparation - Print and distribute materials prior to meetings, take notes and assist with scheduling.
  • Special Projects - Execute special assignments and miscellaneous tasks as requested by the principals. Conduct research for the principals on selected topics as requested.
  • Travel Logistics - Domestic and international travel and logistics coordination. Collaborate with private flight operators, security, ground transportation and property staff to ensure a well-considered and seamless travel experience. Compile and maintain travel profiles and preferences, accounts, and information. Provide itinerary planning and coordinate meal reservations and/or meal service at various properties and locations.
  • Event Management - Planning, set-up, organization, and seamless orchestration of small-to large-scale events and on and off-site meetings, including catering orders and hotel reservations. Manage all incoming event invitations, RSVP'ing on behalf of Principals and update the calendar accordingly.
  • Personal Services Coordination - Source, vet, schedule and coordinate personal service providers. Dry cleaning, pharmacy and personal shopping as requested.  Coordination will be for the entire family as needed.
  • Meal planning/delivery – Source and coordinate meal menus and deliveries.
  • Personal Packages, Items & Mail – Help coordinate purchases, returns. Assist with processing and tracking courier services including USPS, FedEx, and UPS.
  • Pet Care - Coordinate pet care including walking services, placing food orders, grooming, and arranging vet appointments.
  • Moving and Organizing – Facilitate international and local moves, inventory, sell and donate items, pack, unpack, organize, hire movers, change of address, etc.
  • Vehicle Management – ensure all vehicles have proper and up to date documentation, Express Toll management, etc. Occasionally assist with Buying and Selling. Manage Vehicles.
  • Home Inventory and Assets – Sourcing interior design items including furniture, books, and art for multiple estates. Update and maintain inventory lists.
  • General Administration Management – Assist with general administrative processes, including daily mail receipt and distribution; filing; scanning; photocopying; data entry; drafting outgoing correspondence and proofreading material; family membership tracking; and emergency contact list for Principals and family.
  • Systems and Process Maintenance & Improvement - Enhance and maintain estate systems and tools and processes to help maximize time, identify gaps and when iterations may be needed to optimize efficiency.
  • Foster Relationships & Interface - Professionally represent and interface with Principals' friends, family, business partners and other important personal advisors.

Experience

  • Minimum of 10-15 years of relevant experience in a supportive role requiring a high level of client service. Consistency within former positions is desired
  • Preferred experience working in small to medium-sized companies.
  • Ability to pass extensive background and driving record checks
  • Willingness to sign a Confidentiality Agreement
  • Must have a US Passport and the flexibility to travel
  • Fluency in Spanish (native speaker), both spoken and written preferred

Competencies

  • Unquestionable ethics and integrity. Demonstrated ability to protect privacy and maintain discretion in dealing with highly confidential information
  • Ability to maintain constant alignment with Principals by checking in regularly
  • Ability to effectively manage in high pressure situations
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • A detailed Project Manager, able to take direction from the Principals and execute to a successful completion while maintaining frequent and clear communication
  • Service approach with a highlighted sense of accountability, empathy, and humility
  • Effective independently, accessible, and responsive beyond business hours
  • Very strong interpersonal skills, positive and professional demeanor, and ability to maintain steady under pressure
  • Works well in a versatile environment, including reprioritization or reassignment of responsibilities
  • Ability to understand the balance of being friendly without being overly familiar and maintaining appropriate boundaries with the Principals, their family and those you interact with on their behalf
  • Intellectual agility and the ability to analyze and think critically
  • Highly proficient with various technology platforms and apps – Microsoft Office, MAC, Adobe Acrobat, DocuSign, Trello, PM/messaging tools, etc

Schedule

  • Primary in-residence hours are 9am-5pm Monday-Friday, occasional evening and weekend hours may be necessary. Able to flex when family are traveling in different time zones.

Compensation

  • Compensation package commensurate with experience and qualifications (Principal's target salary range is $80-130k)
  • Fully paid health, dental and vision insurance and 401k
  • Paid time off: 160 hours or 4 weeks and 10 paid holidays
  • iPhone and Laptop for business purposes

For more information, and to apply online, please visit our website:FAQ Candidates

Employment is contingent upon passing a background check and verification of references

Job Features

Job CategoryClosed Job
SalaryDOE
BenefitsHealth, Dental, Vision, 401K, paid holidays, iPhone, laptop

Our clients with a private Family Office in Denver, Colorado with capital, philanthropic and personal initiatives is seeking a full-time Personal Assistant. The PA will support the Principals and will...

We are seeking a professional full-time Nanny / Mother’s Helper to join a private UHNW household based in Brentwood - Los Angeles working alongside a large team of domestic roles, including other nannies. Ladies with experience with younger children ages 2-5 as well as children aged 7-10.

The Nanny position is for a young, active family with four children ranging from 3 years to 10 years old. The principals are hands-on with their children and involved with their daily activities. Candidates are required to have worked for UHNW households looking after multiple children for at least 3+ years. The family is seeking long-term placements, so longevity in past roles is weighed heavily.

We are looking for an energetic professional with a positive can-do attitude. An upbeat and happy service-oriented demeanor and the ability to understand professional boundaries and private space are necessary. This role will involve assisting the principals with looking after the children, engaging in playtime, schoolwork, educational and traditional games, and overseeing sports and recreational fun (soccer, swimming, etc.). Due to the involved nature of the family, there will be frequent times when the Nanny needs to be nearby and available to interact quickly again while doing other tasks as requested. This role will involve working closely alongside tutors and schools for additional learning and development. Keeping a close eye on the family’s calendar and upcoming outings and activities to ensure items or clothing needed are prepared and ready for the family to depart is also of importance.

The Nanny is also responsible for the upkeep and organization of the children’s bedrooms, toys, clothes and belongings placed throughout the residence. During downtime, the role will involve housekeeping, tidying up and working alongside other staff in the household upkeep.

The family enjoys traveling on shorter weekend trips and longer trips that extend for several weeks and up to 1-2 months internationally. An ideal candidate will enjoy traveling and have the complete flexibility to do so with a current passport. This role will be responsible for packing and unpacking children and family luggage during travel, accompanying the family to all outings and meals caring for the children while the family are at leisure. A successful candidate will be comfortable accepting constructive feedback from management and, at times, the principals directly. 

 The schedule is 5 days on, 2 days off weekly, with travel days being taken as additional days off when the family is away.

  • Have a valid US passport / or Green card / and able to travel internationally
  • Hourly: $35-$40 per hour, with overtime when required
  • Benefits: HMO type health insurance
  • Vacation: 2 weeks PTO, 6 days Sick PTO 
  • Discretionary Christmas Bonus
For more information, and to apply online please visit our candidate portal: FAQ Candidates Employment is contingent upon passing a background check and verifiable references

Job Features

Job CategoryClosed Job
Salary$35-$40 per hour
BenefitsOvertime, Health, Bonus, PTO

We are seeking a professional full-time Nanny / Mother’s Helper to join a private UHNW household based in Brentwood - Los Angeles working alongside a large team of domestic roles, including other ...

Bookkeeper
Brentwood, California, Los Angeles
Posted 4 months ago

EXPERIENCED BOOKKEEPER FOR LAW FIRM IN LOS ANGELES, CA

We are assisting our clients in Brentwood with finding an experienced Bookkeeper to support a contingency law firm. This is a hybrid position. The Bookkeeper will be able to work one or two days from home. The Bookkeeper will be highly organized, excellent with numbers and enjoy the minute details of accounting.

The bookkeeper is responsible for maintaining the financial records of the firm. This includes recording all financial transactions, balancing the financial accounts, preparing statements, and reconciliation. You will be responsible for running payroll, compiling the P&L, general and quarterly reports.

We are seeking someone local to Los Angeles who brings a good dynamic with a great attitude. You will be working closely with the team, so you must be comfortable with great presentation and communication skills.

This is a hybrid position, allowing you to work one or two days a week from home.

 Location: Los Angeles, CA (Brentwood)

Contract Length: Full-time/permanent

Schedule: Monday through Friday from 8 AM to 5PM or 9am to 6pm

Salary: 85K DOE with benefits, vacation, 401K

Must pass background and reference check.

Job Features

Job CategoryClosed Job
Salary85K DOE
BenefitsFull benefits and 401k

EXPERIENCED BOOKKEEPER FOR LAW FIRM IN LOS ANGELES, CA We are assisting our clients in Brentwood with finding an experienced Bookkeeper to support a contingency law firm. This is a hybrid position....

Family Assistant, Household Assistant
Ohio
Posted 4 months ago

FULL-TIME FAMILY ASSISTANT NEEDED NEAR COLUMBUS, OHIO

We are working with a wonderful family who is seeking a detailed Family Assistant to coordinate the family’s lives; there are three school-aged children. The perfect candidate will be flexible, kind, patient, communicative, and an excellent planner. As the Family Assistant you will be able to manage the family’s schedules (outings and various appointments, sports, tutoring, and classes after school). The family is looking for someone who can proactively put systems in place to keep everyone track; a creative, organized, reliable individual who takes direction well to assist with the family's daily household operations, logistics, and transportation needs.

The assistant will pay the household bills, procure groceries, drive the children, make appointments, and can be reachable on nights and weekends in case of emergency. The assistant will be available to travel with the family for vacations. There are two properties within 20 miles of each other; the assistant would travel back and forth between the two properties. As the Family Assistant, there would be some meal preparation for the children, some light housekeeping, laundry, and the switching out of seasonal clothes. The family has a once-a-week housekeeper for deep cleaning.

This fun and fast-paced position offers a Monday to Friday schedule, with some weekend flexibility as required.

This is the perfect position for someone who loves to be active, enjoys cooking and meal planning, and has a passion for encouraging and motivating children.

The ideal candidate will be proactive, organized, have a fun and firm disposition, and have excellent communication skills. If you have experience as a nanny, family assistant, or house manager, and are looking for a great opportunity to work with a fun-loving family, then this is the perfect position for you.

Must have a valid license and reliable vehicle to run errands and drive children to and from activities.

Location: Powell, Delaware, Ohio

Contract Length: Full-time/permanent

Schedule: Monday through Friday, TBD

Salary: 85K DOE

Must pass background and reference check.

For more information about what we require and to be considered please review: FAQ Candidates

Job Features

Job CategoryClosed Job
Salary85K/DOE
BenefitsNot offered

A wonderful family near Columbus, Ohio is seeking a detailed Family Assistant to coordinate the family’s lives; there are three school-aged children. There are two properties within 20 miles of each...

Executive Assistant, Personal Assistant
Austin, Texas
Posted 4 months ago
We are seeking an Executive Personal Assistant to the CEO who will be a vital part of the organization, located in Austin, TX. In this role, you will provide indispensable support to the CEO. We're not just looking for an ordinary Personal Assistant; we're seeking a dedicated and proactive professional who shares the client's vision of shaping the future through intelligent technologies. You will play a critical role in supporting the CEO! Key Responsibilities:
  • Calendar Management: Efficiently manage the CEO's complex schedule, coordinating meetings, appointments, and travel arrangements to ensure optimal use of time.
  • Communication: Act as a liaison between the CEO and internal and external stakeholders, handling emails, calls, and other correspondence with professionalism and discretion.
  • Personal Life Management: Support CEO in life management including personal appointments, travel, and events.
  • Information Management: Organize and maintain critical information, documents, and files, ensuring easy access and confidentiality.
  • Travel Logistics: Make travel arrangements, including booking flights, hotels, and transportation, and prepare detailed itineraries.
  • Special Projects: Collaborate with the CEO on various special projects such as research and events.
  • Event Planning: Take the lead in planning and organizing various events both in-person and remote, including monthly team offsites, meetings, and special gatherings, ensuring meticulous preparation and flawless execution for memorable experiences.
Key Qualifications:
  • Impeccable organizational and time management skills
  • Excellent written and verbal communication abilities
  • Proactive problem-solving and decision-making capabilities
  • Strong attention to detail and accuracy
  • Proficiency in Microsoft Office Suite and Google Workspace
  • Discretion and the ability to handle confidential information with utmost integrity
  • WE WILL NOT REVIEW RESUMES UNLESS YOU ARE ALREADY LOCATED IN AUSTIN, TEXAS
Work Experience:
  • Minimum of 5 years of experience in an executive assistant or personal assistant role
  • Prior experience supporting C-level executives is a plus
  • Familiarity with startup environments and tech industry dynamics is advantageous
Benefits:
  • Competitive salary
  • Comprehensive health insurance
  • Generous paid time off (PTO)
  • Early team equity
  • Remote-friendly and in-person collaborative culture
SCHEDULE: Monday-Friday, hours TBD - this will work from the CEO's home office until approximately January 2024 SALARY: 90-140k DOE, plus benefits and great perks Employment is contingent upon a clear background check and reference verification process For more information please review our Candidate portal: FAQ Candidates

Job Features

Job CategoryClosed Job
Salary$90-140K DOE
BenefitsFull benefits

We are seeking an Executive Personal Assistant to the CEO who will be a vital part of the organization. In this role, you will provide indispensable support to the CEO. We're not just looking for an o...

Our Pacific Palisades clients are seeking a part time 2 days/week Housekeeper to work in a home where principals work from home.   No allergies to dogs (they have 2 pets). Housekeeper must have been Covid vaccinated.

This is a quiet residence, principals work from home, being considerate about how to work when they are in residence is important. Quietly moving furniture to vacuum, putting items down quietly/gently and no loud noises or banging is preferred. The principals will supply non-toxic cleaning supplies to use, and the Housekeeper will be asked not to wear any fragrance, scented body lotions or highly scented hair/body products as one principal is highly allergic to scent. Attention to detail - this is extremely important. Goes above and beyond - notices things that need to be cleaned and does it without the principal always needing to ask. The Housekeeper will be trained and will be enthusiastic about learning how the family does things, where things go and helps to make sure everything goes back in its appropriate place. The family having been working with a team of organizers for the last month and have developed many systems. They would love a housekeeper who can work in their home and learn the systems in order to maintain what they have created. This family have 2 dogs (one senior dog who barks and will get used to you and be friendly once they know you). Friendly with dogs is required. Good around children (they have one son). SCHEDULE: Tuesday/Friday is preferred but they can offer other weekdays. 8am-3/4pm. Two (2) days/week only is needed. SALARY: $40/hour ON PAYROLL, this is not a cash position, and taxes are taken out COVID vaccination is required. Positive, friendly disposition sought! Employment is contingent upon passing a background check and verification of references For more information please refer to our Candidate page: FAQ Candidates  

Job Features

Job CategoryClosed Job
Salary$40/hour
Benefitsnot offered

Our Pacific Palisades clients are seeking a part time 2 days/week Housekeeper to work in a home where principals work from home. No allergies to dogs (they have 2 pets). Housekeeper must have been Cov...

THIS JOB IS NOW CLOSED, NOT ACCEPTING NEW SUBMISSIONS Our client is seeking an Executive/Personal Assistant based in the US who will work on Central Standard time zone. The client will be based between New Orleans and Puerto Rico (the E/PA job is fully remote). The Executive/Personal Assistant will be supporting one principal as principal moves between both locations; heavy travel coordination; multiple calendars across time zones; liaising with the Property Managers at both homes to ensure work is being done on time and meeting expectations; completing the House Manuals for both properties; liaising with the teams in New Orleans and staff, in both locations, and the office. The principal is VERY detail oriented and expects the same from the EA/PA, providing end of day updates, being able to work with a highly thorough principal who is involved. There may be some initial travel to New Orleans to see the historic home and renovations being done so you are familiar with the scope of work. Salary on this Executive/Personal Assistant job will not exceed 100k and they are looking at remote only candidates at this time. Benefits are provided. SCHEDULE: Monday to Friday, usual work hours (TBD),on Central Standard Time zone, some after hours may be required SALARY: 85-100K DOE, plus benefits Employment is contingent upon passing a background check and verifiable references For more information please review our candidate page: FAQ Candidates

Job Features

Job CategoryClosed Job
Salary$85-100k DOE
BenefitsBenefits provided

Our client is seeking an Executive/Personal Assistant based in the US who will work on the Central Standard time zone. The client who will be based between New Orleans and Puerto Rico (the job is full...

PRIVATE CHEF IN WASHINGTON, D.C. – LOCAL CANDIDATES FOR FULL TIME POSITION

Our Northwest DC area-based clients are seeking a talented and creative private Chef for a couple and their staff. Couple has a varied palate and are open to all types of cuisines; they prefer simple, organic meals that are uncomplicated. Although there are no dietary restrictions, they would like to avoid starch and sugar to reach health goals.This is a full-time permanent position which requires cooking for staff during lunches and dinners. Some holiday cooking may be needed.

Responsibilities:

  • Design and create nutritious and well-balanced meals, considering the clients' preferences
  • Collaborate with the family to understand their specific goals and likes, creating a weekly menu
  • Prepare lunches for principals and staff – up to 12 people
  • Prepare diners for principals and staff – up to 6 people
  • Flexibility for occasional holidays, with advance notice
  • Preparing meals for large events and dinners when principals are entertaining (Family will offer the opportunity to bring on a Sous Chef or assistant to help with larger meals)

Requirements:

  • Chef must have experience with family style meals for staff and be able to cook for up to 12 people on their own without an assistant
  • Formal serving experience a plus for family meals, couple do not usually eat formal meals when they are dining alone
  • Comfortable entertaining and providing an amazing guest experience
  • Clean, organized and neat during prep, cooking and clean up
  • Ability to manage kitchen - restock, organization, clean out expired foods

Location: Northwest DC

Contract Length: Full-time

Schedule: Days TBD; lunches and dinners

Salary: $125-135k

Employment is contingent upon a clear background check and verification

Job Features

Job CategoryClosed Job
Salary125-135K
BenefitsFull benefits, vacation, 401K

Our Northwest DC area-based clients are seeking a talented and creative private Chef for a couple and their staff. Couple seeking ideal candidate who has a passion for cooking simple, clean meals, tha...

Our client is seeking a 2nd Assistant to support with private travel coordination, travel itineraries, calendars, organizing items and appointments for her as needed. Preferred candidate has limited experience and is willing to learn from the 1st Assistant and be supervised by both the other Assistant and the client(s). Nice entry-PA level job with an actress/social media persona. GENERAL RESPONSIBILITIES:
  • Represent principal in a professional manner at all times.
  • Maintain appropriate protocols to protect the privacy and security of the principal and to secure all confidential information.
  • Anticipate the principal’s needs to help shape thoughtful actions.
  • Assume ownership of work; think strategically and be resourceful.
  • Coordinate workflow and utilize effective time management skills to ensure key activities are accomplished promptly and accurately. Manage calendar; maximize principal’s time by maintaining appointment calendar and prioritizing and monitoring task lists and call lists.  Track all pertinent information needed for meetings and appointments.
  • Arrange, confirm, reschedule, and follow up on personal and professional appointments.
  • Research, compile information.
  • Manage, coordinate, and liaise with vendors and contractors as needed.
  • Maintain a contact list of vendors and service providers.
  • Create and maintain a spreadsheet of seasonal tasks and vendor list; ensure completion at the appropriate time.
  • Maintain housing manual with updated information.
  • Understand the geography of the principal’s travels – calculate the timing of meeting locations and offer logical suggestions for the best use of time.
  • Research various activities, events, and travel destinations.
  • Book private travel (private jet).
  • Plan domestic and international travel arrangements; arrange hotel and ground transportation when necessary.
  • Process mail and coordinate with Family office.
  • Prepare travel itineraries and reconcile expenses; assist with bill paying.
  • Manage and update a current database that includes friends, business contacts, and relatives to include phone numbers, addresses, birthdays, and other special events.
  • Prepare correspondence; compose/respond to emails and invites.
  • Maintain an inventory of household and personal supplies; restock as needed.
  • Maintain vehicles and service schedule.
  • Run errands, both business and personal.
  • Oversee and communicate housekeeper duties and manage scheduling.
  • Assist with household projects and maintaining residence for principal.
  • Work under the 1st Assistant and support any needs he may have for the principals.
  • Assist with Social Media accounts – postings for current/past trips that highlight particular locations that may have been provided gratis in exchange for promotion.
  • Other ad-hoc duties as needed.
Schedule: Monday-Friday. Flexible with hours. Some days may be 9-5, other days may be 9-12 if client is out of town. You may be needed after-hours or on call but this client is flexible and will ask the same of the PA. Salary: $75k per year, no benefits. For more information please review: FAQ Candidates    

Job Features

Job CategoryClosed Job
Salary$75,000
BenefitsN/A

Our client is seeking a 2nd Assistant to support with private travel coordination, travel itineraries, calendars, organizing items and appointments for her as needed. Preferred candidate has limited e...

Executive Housekeeper, House Manager, Housekeeper
Aspen, Colorado
Posted 5 months ago
EXECUTIVE HOUSEKEEPER (LIVE-IN) FOR MATURE RETIRED COUPLE IN ASPEN, COLORADO We are seeking a highly skilled and experienced Executive Housekeeper to provide comprehensive domestic support for a mature retired couple. There are no children in the house, and this lovely couple has one small dog. This is a live-in position, requiring a hands-on approach to managing the household and ensuring a comfortable, well-organized, and aesthetically pleasing living environment. The ideal candidate will have a keen eye for detail, exceptional organizational skills, and the ability to manage a variety of responsibilities with discretion and professionalism. There will be some travel required for this position. Responsibilities for Executive Housekeeper: Household Management: 60 percent of the position
  • Oversee and manage all aspects of the household, ensuring a high standard of cleanliness, order, and organization
  • Create and maintain cleaning schedules for all areas of the residence
  • Coordinate with external service providers, such maintenance personnel, and contractors
  • Ordering supplies
  • Petcare – both when couple is traveling and when they are home
Cleaning and Maintenance: 40 percent of the position
  • Perform hands-on cleaning tasks, including but not limited to vacuuming, dusting, polishing, and laundry
  • Ensure proper care and maintenance of delicate surfaces, antiques, and other valuable items within the residence
  • Turn-down service
  • Plus other duties TBD
  • High-end laundry duties
Organization:
  • Implement and maintain efficient organizational systems for closets, storage spaces, and personal belongings
  • Manage inventory and procurement of household supplies, groceries, and other necessities
Cooking and Meal Planning:
  • Prepare meals for the couple, considering dietary restrictions and preferences
  • Plan menus, grocery shopping, and maintain a well-stocked kitchen
Communication:
  • Regularly communicate with the couple to understand their preferences, expectations, and requirements
  • Report any issues or maintenance concerns promptly
Qualifications:
  • Proven experience as an Executive Housekeeper or similar role in a high-end residential setting
  • Strong organizational and time management skills
  • Discretion and respect for privacy are essential
  • Ability to multitask and prioritize tasks efficiently
  • Flexibility to work irregular hours and adapt to changing schedules
  • Strong communication skills and the ability to work independently
  • Cannot have any pet allergies, as you will be responsible for one small dog
  • Must be able to climb stairs as this home as multiple levels
Will relocate for the right candidate Location: Aspen, Colorado, with possible travel to other locations Salary: DOE Must pass full background and reference check For more information, please refer to our candidate page: FAQ Candidates

Job Features

Job CategoryClosed Job
SalaryDOE
BenefitsBenefits

EXECUTIVE HOUSEKEEPER (LIVE-IN) FOR MATURE RETIRED COUPLE IN ASPEN, COLORADO We are seeking a highly skilled and experienced Executive Housekeeper to provide comprehensive domestic support for a matur...

Executive Assistant
California
Posted 5 months ago
EXECUTIVE ASSISTANT FOR MARIN COUNTY, CA FAMILY OFFICE

Our Marin clients are seeking a self-motivated, highly organized, and professional Executive Assistant to provide administrative and management support for principals, their properties, vehicles, and other assets. The Executive Assistant will work closely with our principals out of the family office in Marin, and be in regular contact with remote property management firms, vendors, accounting, and other back office functions. This is a full-time temporary position with a six-month contract, Monday-Friday with occasional weekend projects and support as needed.

 Specific responsibilities include:

Primary responsibilities will include managing the administrative components of a group of properties, vehicles, and vendors, including excellent record-keeping and project management, payment tracking (vendors, registrations, insurance, taxes), reporting and communications, coordination with principals, outside vendors, and property management firms, and coordinating with other contracted service providers to maintain households.

 Administration and Reporting:

  • Organize and maintain maintenance records, invoices, contracts, permits, certificates, quotes, registrations, etc.
  • Create and organize an accessible annual calendar of regular and ongoing payments (registrations, taxes, etc.), regular maintenance, and other key activities.
  • Maintain inventory of key documents and services for vehicles and properties, including a library of digital documents in the document management system (Dropbox).
  • Working with accounting team, review monthly reporting to include expenses by property and category, maintenance tasks, and any projects on-going or pending with dates, status, etc.
  • Ensure that reporting surfaces any concerns of maintenance, repairs, or expenses.
  • Organize administrative components of vendor and subcontractor management and regular invoicing.
  • Administrative support of Principal’s position on condominium association Board of Directors.
  • Regular communications with principals, in person or via email when they are out of town. Provide follow-up updates on assigned projects without being asked. Track ongoing projects and status of maintenance, repairs, and other projects.
  • Manage up to keep projects moving forward.

General & Project Management:

  • Work with principals and vendors to develop plans for residential maintenance and projects.
  • Communicate and coordinate with property management firm and vendors at two out-of-state properties, as needed.
  • Create and manage schedule for properties’ maintenance, due dates, deliverables, etc.
  • Organizational projects such as assisting with inventory of all items in storage and maintaining and updating household manuals.
  • Occasional personal errands in support of Principals.
  • Requires occasional weekend availability for arrangements of activities and responses.
  • Some travel will be required, and all required, related costs will be reimbursed.

Requirements:

  • Highly organized, meticulous, detail-oriented, and thorough.
  • Strong work ethic, reliable, punctual.
  • Proactively identifies and resolves problems.
  • Resourceful self-starter, able to work independently and take direction from Principals.
  • Positive attitude, team player, capable of working well with a vast array of high-quality vendors.
  • Gracious, personable, and polite with excellent people skills.
  • Discreet, practical, and efficient.
  • Down to earth, no-nonsense attitude.

 Qualifications:

  • Approximately 5+ years of experience as an Administrative or Executive Assistant.
  • Skilled with Microsoft Office (in particular Excel) as well as organizational tools such as Dropbox.
  • Must have a valid CA driver’s license and be willing to drive family vehicles as required.
  • Willing to submit to a background check.

Compensation and Benefits:

  • The Principals offer an excellent benefits package and a competitive salary that is commensurate with experience.

Job Features

Job CategoryClosed Job

Our Marin clients are seeking a self-motivated, highly organized, and professional Executive Assistant to provide administrative and management support for principals, their properties, vehicles, and ...

Upper East Side busy family is seeking a LIVE IN HOUSEKEEPER for full support. Living in would be 7 days per week, (working 5 days Monday-Friday). You must be an experienced Housekeeper familiar with formal or semi-formal high-end homes, live-in experience is preferred. This position is 80% Housekeeping and 20% Nanny. There is one child under 10 years old (school age). Residence is located a half block from Central Park and the Met Museum. NYC Live-In duties are 80% Housekeeping / 20% Nanny
  • General housekeeping (make beds, wash dishes, unpack groceries and packages, empty cat litter box, vacuum, dust, answer door, organize, take trash out, etc.).
  • Household laundry/ironing
  • Pickup as needed for child after school plus making a simple dinner
  • Housekeeper would be asked to stay in during the week, (on the very rare occasion that the child wakes up) as couple sometimes go out at night
  • Willingness to work in Tuxedo Park (one hour outside of the city), or in Southampton over the Summer (during the week only – will return to NYC Townhouse on weekends)
  • Must be smart, fit (lots of stairs in 6 story townhouse), a team player, and can drive (mostly for the Summers, not in NYC)
  • This house will also be supported by an on-site Personal Assistant (who can help w/ ordering items, etc.); a Full-Time Live-Out Housekeeper who does general cleaning and nanny duties (Monday-Friday, 6:30AM-2:30PM); and another cleaner who comes in 2-3 days per week
Additional Details
  • Uniform will be worn (white polo and khaki pants)
  • No major attachments (or own pets or car)
  • Ok with principals’ pets (cats/small dog in future)
  • Must drive
  • Physically fit, smart, team player
  • Ability to travel with family on vacation a plus, townhouse experience a plus
Salary/Hours/Etc.
  • 10:00AM – 8:00PM
  • Room/board provided, private 6th floor area with laundry, kitchen, and lovely view room
  • Two weeks paid vacation (on mutually agreed upon dates)
  • Health Insurance provided (premiums are paid)
  • $90-110K per year
Living quarters: 6th/top floor of a townhouse with Empire State Building view, private newly renovated bedroom with cable tv and desk, staff bathroom, use of kitchen on same floor that family does not use, private washer/dryer on same floor that family does not use, but there is no private entrance to this room as it is on the top level inside their home, so a housekeeper enters the home the same way the family does via the front door and either takes the stairs or the elevator up to where Housekeeper's area is located. For more information and to apply: FAQ Candidates

Job Features

Job CategoryOpen Job

Upper East Side busy family is seeking a LIVE IN HOUSEKEEPER for full support. Living in would be 7 days per week, (working 5 days Monday-Friday). You must be an experienced Housekeeper familiar with ...

Family Assistant, Household Assistant, Personal Assistant
California, Manhattan Beach, Southbay
Posted 5 months ago
MANHATTAN BEACH/SOUTHBAY FAMILY, SEEKING A FULL TIME HOUSEHOLD/PERSONAL ASSISTANT - LOCALS ONLY IN CA  Our Southbay area clients with 3 children and 2 dogs (adorable Bernadoodles) are seeking a full time Household Personal Assistant to assist with the day-to-day support of various projects, driving the children, taking dogs to vet, errands and other ad-hoc duties. Please live within a 20 minute drive of Manhattan Beach, CA. The family need to transition someone in asap as their current assistant is leaving in October. This homebased (client's home) role will help with updating Excel spreadsheets for expenses and invoicing (per the client's notes); review calendars and emails daily as well as, briefly on weekends, to ensure that no activities are missed by the parents, and everything has been covered and confirmed. The two dogs will require scheduling assistance with booking the mobile grooming and vets; they are very important members of the family and there will be interaction with them. They have hypo-allergenic coats but there should be no issue with allergies or working with big friendly dogs. The assistant will help with researching and booking/creating travel and itineraries, hotel bookings and airfare; management of information that gets to both principals; data entry for invoices and other documents with regards to the construction projects. Calling contractors and be on site to let them on property or to answer any questions. Invoices will come in, you will put them in the existing spreadsheet, help with other admin, prepare checks for review. Assist with house maintenance, payment of taxes and insurance, utility bills (already set up). There is a house manual already created to work with and continue to add onto. Couple are hands on with instruction and direction, you should work well with WFH (work from home) principals. Seeking a highly active and energetic Assistant who truly anticipates the needs and can figure out what is coming. If you know the children have an activity over the weekend, you inform the parents beforehand and confirm with them who will be picking up, or other needs. When around the children, you enjoy working with pre/teens and interact professionally with appropriate language/behavior. Open to staying overnight if parents are traveling. They have 3 children (preteen through teenagers), in three different schools, help will be needed with some driving and other child support (possibly going on vacation with the family and helping and/or with house/pet sitting). Cooking is a big plus if you enjoy this and are open to helping with some dinner meals.  When principals are out of town, you would provide ad-hoc help such as picking up packages, being there to turn off alarm if needed, and general support helping with conveniences. Good common sense, able to figure things out and not have to be micromanaged, thinks ahead and performs proactively, not reactively. Location: Manhattan beach area is preferred. Salary: $80-100k; will offer benefits and be employed through the principals' company Schedule: Monday-Friday 8am-5pm // 730-430 – don’t need to be in the home all the time, have to be flexible. May set them up in a private office in the house or some flex if you live local. Employment in contingent upon passing a full background check and reference verification. For more information and to apply please visit: FAQ Candidates  

Job Features

Job CategoryClosed Job

Our Southbay area clients with 3 children and 2 dogs (adorable Bernadoodles) are seeking a full time Household Personal Assistant to assist with the day-to-day support of various projects, driving the...