Personal Assistant

Concierge London - New York, NY

Full-time

The Role

The PersonalAssistant (PA) is expected to provide administrative and day-to-day generalsupport to the Principal and their family as needed. General responsibilitiesinclude calendar and appointment management, personal errands, shopping, andbooking family travel, etc. The PA will be the primary point of contact for theday-to-day running of the property and its staff.

ThePrincipal asks the PA to be available Monday - Friday from 10am to 6pm, withafter hours availability as needed. The PA will need to respect the family’shome, being very careful with furniture, finishings, and valuables. The familyvalues confidentiality and expects their team to respect their privacy.

Thefamily appreciates a positive attitude and flexibility and may ask you toassist with responsibilities outside your job description from time to time.The family values proactive behavior, thoughtful planning, and support tofacilitate the smooth operations of the household.

Key Responsibilities*

Pleasefind your primary responsibilities outlined below:

*Please note the below list is not exhaustive

General

· Preparing appropriate, efficientand timely responses to all the Principal’s requests, whether made in person,electronically or otherwise

· Managing access to employer byscreening, drafting, and issuing correspondence on their behalf (ex. phone,email, mail)

· Managing and updating contacts asneeded

· Pre-empting the Principle’s needs and actingwith initiative to take some responsibility away from the Principle

· Efficient family calendar planning week toweek; ensuring Principle is aware of all appointments and is fully prepared

· Managingand coordinating the family’s diaries and calendars as needed

· Organizing meetings requested bythe Principal, creating agendas, preparing meeting materials

· Traveling with the family asrequired

Day toDay

· Personal shopping and errand running for thePrinciple and family

· Arranging and overseeingday to day needs and veterinary visits for the family’s dog

· Help with the dayto day requests of the children and other family members

· Managing all daily ad hoc requests quickly andefficiently

· Ad hoc recommendations and bookings forhotels/theatre/concerts/art/cultural offerings/present suggestions andrestaurants

· Coordinateappointments, tickets, reservations and outings for the Principle and family

· Ordering weekly supplies, including the children’s,weekly shopping needs

· Overseeing household staffensuring that the property is always kept to the highest standard and per thefamily’s specifications

· Providingreminders for key dates throughout the year (i.e. birthdays, anniversaries,medical checkups, etc.)

Education & Childcare

· Managing tuition payments

· Registering children forschool and related activities efficiently, ensuring deadlines are met

· Creating a master calendarwith important dates and scheduled activities for all children

· Ordering of schooluniforms and all necessary supplies

· Scheduling tutors, specialneeds teachers/support team, babysitters, therapists, music lessons

· Arranging children’stransportation

· Scheduling children’s extracurriculum activities and appointments

· Registration andpreparation of children for summer camp

· Assisting children with plans and technicalissues related to their iPads, computers, TV’s and phones

PropertyManagement

· Working from the family’s home (instudio) with their home support team to oversee suppliers, contractors andvarious appointments as needed

· Maintaining robust relationshipswith suppliers

· Sourcing and negotiating beneficial terms withall lifestyle suppliers necessary (i.e. florist, specialist food stores, etc.)

· Oversight of all renovation projects andgeneral maintenance of the residence; making the client aware of any necessaryrepairs or purchases that are beyond the scope of the household staff

· Serving as primary point of contactfor all emergencies and urgent questions

· Coordinating furnituredeliveries to the properties and on-site management

· If requested, travelling in advance of thefamily to prepare properties and the use of the Principle’s private assets

· Maintaining inventories of fine art andvaluables as needed

Home Office

· Orderingsupplies

· Monitoringdeliveries and arranging returns

· Sortmail, separating junk. Obtaining document signatures and coordinating mail withvarious advisors / vendors

· Managing issues related tocredit cards for the family and staff

· Bringoutstanding bills to Principal’s attention for review and pay and trackapproved bills – providing verbal wire transfer approval as needed

· Managing accounts payable (i.e., utilities,credit cards, bank statements, etc.), including setting up online accounts forauto-payments

· Insurance: Coordinating P&Cinsurance, excess liability etc.; ensure new assets are added to coverage whenacquired

· Monitoring progress of allongoing personal matters

· Coordinating vehiclepurchases, sales, registration and insurance

· Physical document management andstorage and online library management

· Managingsuppliers and emergency contact lists

Household Staff & Supplier Payments

· Coordinatingthe roles and responsibilities of household staff

· Managepetty cash, household budgets, and keeping a record of all expenses

· Arranging out of pocketpayments for tutors, babysitters, special needs teachers, therapists, personaltrainers, housekeepers

· Coordinating access tocash and credit cards for staff to purchase family items

Travel

· Researching and bookingdestinations, flights, accommodations, and transportation

· Researching alternativeoptions for dates

· Monitoring flight detailsand online check-in

· Ensuring all traveldocuments and visas are always up to date

· Creating thoroughitineraries and updating as needed while family travels

· Researching localactivities and booking excursions

· Ensuring kosher meals areoffered at restaurants through research and making reservations accordingly

· Overseeing the children’spacking with Housekeeping staff

· Identifying and arrangingchildcare abroad when required

Medical

· Booking doctor andtherapist appointments

· Submitting claims to insurance

· Ensuring medical bills areproperly paid, negotiating out-of-pocket costs, tracking medical expenses andclaims

· Obtaining and collecting prescriptionsas needed

Events

· Planning of family holidays,parties and special events

· Sourcing caterers andsupport staff as needed

· Overseeing events to ensureeverything runs smoothly

· Maintaining a level head andeffectively resolving any issues that may arise

Job Type: Full-time

Salary: $100,000.00 to $130,000.00 /year

Experience:

  • relevant: 4 years (Required)
  • Personal Assistant: 5 years (Required)

Typical start time:

  • 9AM

Typical end time:

  • 6PM