Executive Personal Assistant / Remote + Travel

Executive Personal Assistant / Remote + Travel

150k-175k

General Administrative

• Preparing appropriate, efficient and timely responses to all the Principal’s requests, whether made in person, electronically or otherwise
• Managing access to employer by screening, drafting, and issuing correspondence on their behalf
• Liaising cohesively with other team members in bringing together all aspects of the Principal’s family life
• Pre-empting the Principal’s needs and acting with initiative to take some responsibility away from the Principal
• Efficient calendar planning week to week; ensuring Principal is aware of all appointments and is fully prepared.
• Coping with last minute changes / requests, working to pre-empt and resolve potential scheduling conflicts
• Managing and coordinating the family’s diaries and calendars as needed
• Organizing meetings, to include, sending Zoom links to all parties, booking meeting rooms, booking tables at restaurants, sending calendar invites, booking any cars
• Creating meeting agendas, preparing meeting materials, taking meeting minutes, photos, etc. and distributing them in a timely manner to the relevant parties
• Assisting with projects and research as required, to include research on individuals for meetings providing one page synopsis, and sourcing new planners or vendors
• Assisting with recruitment (light touch), to include posting jobs on various platforms
• Ensuring availability and flexibility, including managing last minute requests beyond office hours, over the weekend and holidays

Family Support

• Helping with the day to day requests of the children and other family members as needed
• Coordinating extracurricular activities, appointments, and outings
• Personal shopping and errand running for the Principal and family
• Ad hoc recommendations and bookings for hotels / theatre / concerts / art / cultural offerings / present suggestions and restaurants
• Providing reminders for key dates throughout the year (i.e. birthdays, anniversaries, medical checkups, etc.)
• Managing family suppliers and emergency contact lists
• Organizing family travel and holidays including transportation, activities and accommodation when requested. Putting together complicated itineraries and cope with last minute changes / requests
• Managing and coordinating the family’s travel calendars as needed
• Prepare a monthly presence day tracker and description for residency documentation.

Office Management & Supplies

• Ordering supplies
• Monitor deliveries and arrange returns
• Sort mail, separating junk
• Paying approved bills
• Manage petty cash, household budgets, and keep a record of all expenses
• Liaising with any vendors / contractors, e.g. computer support, phone support, utilities
• Assisting with setup of new employees, adding them to systems, setting up emails, light training on systems, getting building passes organized

Property Management

• Ensuring property is clean, organized and very well maintained at all times
• Working from the family’s home with their home support team to oversee suppliers, contractors and various appointments as needed
• Sourcing suppliers necessary e.g., pest control, dry cleaners, maintenance workers
• Maintaining excellent relationships with suppliers
• Ensuring all maintenance contracts are negotiated, documented, stored and well monitored
• Maintaining an up-to-date supplier list
• Oversight of all deliveries, general maintenance and renovation projects of the residence; making the Principals are aware of any necessary repairs or purchases that are beyond the scope of the household staff
• Monitoring the progress of projects, to ensure that they are being prioritized in accordance with the Principal’s needs and that outcomes are being reached in a satisfactory time scale and to the standard and budget expected
• Proactively implementing and improving systems within the house
• Ensuring the property is always guest ready’, to include; checking that all equipment is working, undertaking walk throughs as necessary and keeping the household fully stocked with necessary supplies at all times
• Actioning all seasonal maintenance property requirements
• Managing household staff; including schedules, payroll, holiday cover, new hires, grievances etc.
• Recruiting new household staff as required
• Liaising with household staff on behalf of the Principal with any property issues / requests.
• Forging positive relationships with the family and household staff & becoming a trusted go to’ person when needed
• Organizing and assisting with event planning

Accounts & Bill Pay

• Keeping a record of all household expenses preparing expense reports
• Assisting with household bill pay, ensuring automatic payments where possible
• Managing / assisting all 3rd party provider accounts, ensuring punctual payments
• Bringing outstanding bills to Principals’ or CPA’s attention for review and assisting in paying approved bills when asked
• Paying approved bills through the correct LLCs
• Creating LLCs as directed
• Filing / organizing all financial documents efficiently, providing the appropriate team member with the relevant documents required throughout the year.
• Preparing / organizing documents required for the filing of tax documents.
• Collecting insurance reimbursement forms from the healthcare providers and submitting - tracking all paperwork until completion

Asset Maintenance & Oversight

• Assisting with managing private planes / boats etc.
• Inventorying assets; cars, boats, planes, homes etc.
• Registering all assets as needed, ensuring insurance and appropriate required legals are taken care of
• Ensuring maintenance of various assets is scheduled and diarized

Travel

• Travelling as needed
• Property set up : ensure the house is ready - supplies are ordered, relevant staff know their duties, suitcases are unpacked ensuring the house is fully ready.

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