Personal Assistant, Private Family

Personal Assistant, Private Family

Location

Washington, District of Columbia

Employment Type

Industry

Legal

Job ID

7898


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Executive Alliance is pleased to represent our client who are a private family from the Washington, D.C. area that serve in the Legal community.

 

They are seeking a Personal Assistant to manage their calendaring, travel, administrative operations and home logistics. This role primarily sits in Washington, D.C. with periodic travel to New York, N.Y. and Nantucket, MA.


Job Description:

Executive Alliance is pleased to represent our client who are a private family from the Washington, D.C. area that serve in the Legal community.

 

They are seeking a Personal Assistant to manage their calendaring, travel, administrative operations and home logistics. This role primarily sits in Washington, D.C. with periodic travel to New York, N.Y. and Nantucket, MA.

 

JOB DESCRIPTION:

 

• Hours: Office hours but 24/7 on call

• Location: NYC Office or DC Residence

• Start Date: ASAP

• Travel: DC, NYC and summer home on Nantucket

 

OBJECTIVE:

 

This family is seeking an engaging and responsible Personal Assistant for their family. This person will be heavily involved with family logistics and will be required to work hand in hand with another Personal Assistant. The family has three adult children which this person will interact with on a consistent basis. Responsibilities also include liaising with the other household staff, handling any errands and projects as needed, organizing family vacations and being a true problem solver around the house.

 

The individual should be smart, energetic, and proactive with outstanding organizational and time management skills. A warm and caring personality, with a desire to plant roots could make the fit complete.

 

LOCATION:

Business office in NYC, residence in Washington, D.C. and on Nantucket.

 



Job Requirements:

DESCRIPTION:

 

Husband and wife are both lawyers, very detail oriented with high standards. Confidentiality, loyalty and proper use of discretion a must at all times. Family resides D.C. Summer home on Nantucket.

Discreet and respectful of employers’ privacy; willing to sign a confidentiality agreement.

 

QUALIFICATIONS AND RESPONSBILITIES:

 

  • Four to five years’ experience with the same family or senior executive.
  • Must be flexible and highly resourceful.
  • High level of personal and professional integrity.
  • Highly organized and able to prioritize.
  • Proven accuracy and attention to detail.
  • Eloquently communicate via written correspondence, telephone calls, or emails to maintain contacts for family and staff.
  • Ability to multitask in a fast-paced environment.
  • Comfortable and proficient with heavy travel itineraries, providing options, and ready to make changes at a moment’s notice.
  • Heavy calendar maintenance for up to 10 calendars; family members and staff
  • Able to travel to the principal’s other residences upon request. May be at holiday times.
  • Arrange, confirm, re-confirm, re-schedule and follow-up on all appointments.
  • Assist in the preparation of meeting agendas, talking point, presentation materials, etc
  • Monitor charitable donations, make sure handled properly and timely.
  • Handle and coordinate interviewing and hiring of household staff. Manage housekeeping schedules, household staff schedules and responsible for overseeing payroll.
  • Communicate daily with household staff to ensure all is being taken care of correctly and timely.
  • Communicate and coordinate driver’s tasks for optimum efficiency and upmost safety.
  • Coordinate home maintenance projects: assist architects, contractors, gardeners, landscapers, decorators, and maintain their punch lists and manage follow up.
  • Prepare and maintain a running open/closed task/project listing for ongoing review.
  • Anticipate the principal’s needs, but do not make assumptions.
  • Comfortable taking responsible and thoughtful action when unable to reach principal in the case of an emergency. Be proactive and discuss procedures upon hire.
  • Professional, positive and poised demeanor and appearance.
  • Articulate - Excellent verbal and written communication skills.
  • Analytical thinker - Manage a high volume of invoices for payment, including meticulously monitoring all financial credit card statements for family and staff.
  • Ability to work independently, while understanding the principle’s desire to be fully informed.
  • Ability to interface with all levels of professionals.
  • Always keen to keep the principal on task, tracking all pertinent information required for meetings and appointments.
  • Manage personal needs as requested including making dinner reservations, locating theater tickets, ordering flowers, and sending gifts.
  • Field telephone calls and maintain a log of incoming calls.
  • Assist principal in planning and coordinating special events: Choosing venues, setting dates, selecting menus, organizing guest lists, sending out invitations and working with caterers and outside vendors.
  • Open, distribute or file incoming correspondence; respond to invitations and add events to calendar as needed.
  • Establish and maintain hard copy and electronic files.
  • Maintain file systems including those for household operations, warranty manuals, household equipment, artwork, etc.
  • Create and manage a current database that includes friends, business contacts, and relatives. This database should include phone numbers, addresses and birthdays and other special events
  • Run personal and household errands as needed
  • Internet savvy and proficient in Microsoft Windows, including: Word, Excel, and Outlook
  • Valid driver’s license and clean driving record


TERMS:

 

• Work week generally Monday through Friday 8:30am – 6:00pm; flexibility is required, and 24-7 availability by phone/email is required

• Salary commensurate with experience

• Performance review annually, with the opportunity for an annual bonus based on performance with first year prorated accordingly.

• 15 days paid time off, annually

• Standard paid holidays (10), annually

• Health insurance

• Health insurance provided through Oxford Health Plans

• Dental insurance provided through Guardian Life Insurance Company

• Long Term Disability (benefit is 60% of your monthly wage up to $10,000/mo)

• In addition, employees may elect to participate in the following benefit plans:

• Flexible Spending Medical and Dependent care account through Paychex

• 401K Plan noncontributing

 

#IND2 #ZR #CB


Contact Details:

Josephine Saladin
josephine@execsallied.com
1-631-493-0574