Description
This large family is busy in not only SF, but in multiple locations around the world. The personal assistant position involves aspects of property management, house management, managing the family calendar, event planning, and correspondence with the family's business and non-profit organization. They are very humble and generous people who are seeking someone with a great knowledge base and calm demeanor to work in their SF home & office. This position does require you to wear multiple hats and be comfortable being resourceful and problem solving. Someone who is confident and comfortable creating and implementing systems of how to run the homes are needed. They would like someone who is easy to work with and well versed in working in a busy HNW home. They are hoping to learn from this ideal personal assistant, and also hope to foster growth for the personal assistant.
The ideal candidate is local to the bay area and has worked in SF for other HNW families and philanthropists. Having great knowledge of Apple products, excel and Quicken are also needed to make this position run smoothly. This is a great opportunity for an experienced personal assistant/ estate manager, who is looking for a kind and thoughtful employer to work for long term.
Experience Requirements
-Local to the San Francisco Bay Area with a knowledge of San Francisco Vendors
Educational Requirements
Qualifications
-Valid Driver's License Required
-Must be able to complete I-9, with accompanying documentation
Responsibilities
- Vendor Management: which will include screening, vetting and introduction to the principals for hire. Scheduling vendor appointments for household maintenance and creating and maintaining a vendor data base household and business referral.
-Travel Planning, Scheduling and Management: Scheduling the principals travel for their business as well as scheduling the families travel nationally and internationally for family travel.
Create itineraries
-Expense Report Management: Creating and maintaining spread sheets for each individual property owned. Each property should have a dedicated Master Control Report for all construction projects, vendor costs, and other expenses related to the individual estate.
The personal assistant will coordinate detail with accountancy firm for financial reporting.
-Bill Pay and Accounts Payable Management: Payment of bills and credit card reconciliation on a monthly basis. Maintain reports for each estate and business as requested by principals and accountancy firm. Maintain household accounts as assigned. Coordinate with assigned Property manager bids, bills and change orders confirming final bills are correct for construction projects.
-Home and Office Projects: Projects may range from small to larger/ complex requiring research,
multi-tasking, coordination. Project examples may include researching summer camp options for the children, researching painters to paint a room, etc, researching a location and activities for a family vacation, interviewing caterers for a fundraiser.
-Event Planning: Participate in the planning of business events and family events under the direction of the principal. A skill set to plan small dinner parties and fundraisers for 250 plus independently is desired.
-Household Management: Create and Maintain Household Manuals for each of the properties. Set up systems in home, create manuals for maintenance, guest lists with likes and dislikes. Manage home vendors, reviewing invoices , scheduling, monitoring their work.
-HR responsibilities: Work well with existing staff- creating team environment and assure that
the principals and children’s needs are taken care of. Facilitate payroll , vacation and benefits as directed by accountancy firm.
Skills
-Comfortable with ambiguity and confident to offer suggestions but flexible to accept a different strategy from one’s own.
-Professional and personable with excellent written and spoken verbal skills
-Self-motivated; must work well independently and be self-directed
-Must take a proactive and anticipatory approach; predict what could wrong and plan appropriately
-Fully fluent in digital technologies; able to successfully coordinate work flows . Must be fluent In Google Suite, Calendar, Sheets and MS Office Suite.
-Strong follow-up and follow-through creating a documented historical record.
-Trustworthy and discreet and willing to sign a NDA