Remote Personal Assistant

SUMMARY:

Primary responsibilities of the Remote Personal Assistant will include providing the Principals with information support at any time; performing research, data collection & analysis; ensuring the smooth running of the home office; performing administrative and household tasks remotely; and working closely with existing staff.

PRIMARY DUTIES:

Research & Exploration

• Collect information, perform research and data analysis as needed; provide suggestions to the Principals with the best solution to solve problems.

• Observe and participate in the daily work to continuously optimize the workflow & process, improve team efficiency, and reduce the interventions by Principals.

Household & Home Office:

• Schedule and work closely with other staff on various household projects.

• Maintain a household vendor list. Build strong relationships with vendors.

• Coordinate household staff and assist with monthly schedules.

• Identify and oversee various household projects as needed.

• Assist in maintaining the inventory of all household supplies (light bulbs, batteries, cleaning supplies).

• Maintain and update household manuals.

• Maintain an approved product list for home and personal items, including sourcing information.

• Monthly/weekly purchase order submission, get approval, place orders, and track delivery status.

• Prepare and submit expense reports.

• Prepare home for occasional events. Coordinate with vendors for holiday decor (Halloween, Christmas).

• Maintain Principals personal Google calendars (separate from professional calendars).

• Schedule personal appointments. Calendar items forwarded by Principals.

• Update and maintain Google Contacts. Ensure information is synced to phones.

• Maintain a filing system for household needs (e.g., car registrations, maintenance contracts, warranties, contractor bids, etc.).

• Email a daily activities report to Principals.

• Purchase gifts, develop and maintain gift tracker, and review and audit receipts.

• Keep track of birthdays and other important dates.

• Work with travel concierge and accountant as needed.

• Plan and coordinate the familys activities and events.

• Assist with personal archival projects.

HR Responsibilities:

• Assist the HR team of the family office for household staff hiring.

• Conduct phone/video interviews and determine the qualification of candidates.

REQUIREMENTS:

• Bachelors degree or above.

• Proven experience working as a personal assistant is required.

• Excellent learning ability and has a passion for exploration, research, and analysis.

• Experience working in the Hospitality industry or a family office is preferred.

• Vault-like ability to maintain confidentiality and be ultra discreet.

• Demonstrate excellent email etiquette, concise and accurate communications.

• Maintain strictest confidences--never disclose Principals contact information.

• Flexibility to work weekends and evenings.

• Must be very technically savvy. Experience with G-suite.

• Resourceful in terms of internet search and online shopping.

• Strong work ethic, reliable, punctual, and honest. Practical and efficient.

• Comfortable with iPhone or Android, including texting, camera phone, and smartphone apps.

• Highly organized, meticulous, detail-oriented, and thorough. Able to multitask and prioritize well.

• Positive attitude, team player, capable of working well with a vast array of high-quality vendors.

• Personable, gracious, and polite, with excellent people skills.

• Excellent command of the English language, both written and spoken.

• Proactively identifies and resolves problems.

• Able to work independently but takes direction well from Principals.

• Flexible and able to accommodate spontaneous changes to routines and plans.

• Long-term intent.

• Must be legally authorized to work in the United States without sponsorship for employment visa status.

• Able to pass an extensive background check, credit, and reference checks.

• Willing to take a pre-employment psychological exam and drug screen.