Executive Personal Assistant: $72k to $104k+ Bonus & Benefits

Excellence Services, LLC - Atherton, CA

Full-time$73,000 - $100,000 a year
SkillsBenefits

$72,800 to $104,000+ Full Benefits. DOE.
Up to 20% performance based Bonus.

ROLE AND LOCATION:
Executive Personal Assistant
Atherton, CA
Full-time, 40 hours / week, Monday - Friday, 8:30a - 5:00p
Competitive Compensation, and Benefits after 90-day Introductory Period

OUR CORE VALUES:

  • Principal’s First*

Highly Private Clients are the focus, and Principals are the Clients.

  • Learn from mistakes*

_Brave to face and admit the truth. Learns and grow from mistakes. Makes thoughtful choices and changes to avoid mistakes or at least low-cost mistakes. High-cost or repeated mistakes will lead to disciplinary action.
_* Conscientious
*_Finish duties conscientiously, effectively and promptly.
_* Dedication*
Be dedicated. Keep improving.

  • Accountable*

Due diligence. Be accountable.

  • Independent*

Think and act independently.

  • Resilience*

Does not complain or shy away from assigned works. Confronts difficulties bravely. When the going gets tough, the tough get going.

PRIMARY DUTIES:
Primary responsibilities will include ensuring the smooth running of the household, performing administrative and household tasks, and working closely with existing staff.

Errands:

  • Dry cleaning, shopping, deliveries.
  • Shipping and tracking various packages; manage returns.
  • Personal shopping as requested.

Household:

  • Perform weekly walkthroughs using household checklists to identify action items.
  • Schedule and work closely with other staff on various household vendors and contractors.
  • Maintain a household vendor list. Build strong relationships with vendors.
  • Coordinate other household staff and assist with monthly schedules.
  • Identify and oversee various household projects as needed.
  • Keep an inventory of all household supplies (light bulbs, batteries, cleaning supplies), and restock as needed. Be mindful of expiration dates.
  • Keep an inventory of personal items for principals, and restock as needed. Manage PAR lists.
  • Assist with inventory of all items in storage.
  • Maintain and update household manuals.
  • Maintain an approved products list for home and personal items, including sourcing information.
  • Shop for household items as needed.
  • Secure residence at end of the day when needed – all doors locked, security system armed.
  • Light household chores.
  • Prepare home for occasional events. Coordinate with vendors for holiday decor (Halloween, Christmas).

Home Office:

  • Respond to incoming calls and greet guests.
  • Oversee onsite vendors as needed.
  • Demonstrate excellent email etiquette, concise and accurate communications.
  • Blind copy email messages to Principals. Maintain strictest confidences--never disclose Principals’ contact information.
  • 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.).
  • Order home office supplies and monitor inventory.
  • Email a daily activities report to Principals.

Other:

  • Track birthdays and other important dates.
  • Purchase gifts, develop and maintain gift tracker, and review and audit receipts.
  • Prepare and submit expense reports.
  • Occasional wardrobe maintenance, i.e., schedule tailor, cobbler, etc.
  • Work with travel concierge and accountant as needed.
  • Plan and coordinate family activities and events.
  • Assist with personal archival projects.

QUALIFICATIONS AND CHARACTER SKETCH:

  • Worked in hospitality industry or worked for family office.
  • Vault-like ability to maintain confidentiality and be ultra discreet.
  • Minimum of 5-8 years of previous experience as a personal assistant a must.
  • Graduate of a 4-year college or university preferred.
  • Typical 8:30 a.m. - 5:00 p.m. work schedule, with the flexibility to work weekends and evenings.
  • This is live out position.
  • Strong work ethic, reliable, punctual, and honest. Practical and efficient.
  • Technically savvy. Familiar with Gmail, Google Docs, Google Sheets and Calendar. Resourceful in terms of internet search and online shopping.
  • 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.
  • Gracious.
  • Excellent command of the English language, both written and spoken.
  • Personable and polite, with excellent people skills.
  • Proactively identifies and resolves problems.
  • Able to work independently, but takes direction well from Principals.
  • Able to perform physical, hands-on tasks in order to assist the household and staff office to run well. Must be able to lift 40 pounds.
  • Flexible and able to accommodate spontaneous changes to routines and plans.
  • Able to travel with Principals to assist.
  • Long-term intent.
  • Able to work legally in the United States, with a valid passport, driver’s license, and clean driving record.
  • Able to travel with little notice. Registration with the US Global Entry Program a real plus.
  • Able to withstand deep background, credit, and reference checks.
  • Willing to take a pre-employment physical, psychological exam and drug screen.

Job Type: Full-time

Salary: $72,800.00 to $104,000.00 /year

Experience:

  • personal assistant: 5 years (Preferred)

Work Location:

  • One location