PERSONAL ASSISTANT
Location: Bay Area - Menlo Park
Schedule: MUST be extremely flexible to work weekends and outside of traditional hours - HEAVY travel
Compensation: 200k+ annually DOE plus excellent benefits
PRIMARY PURPOSE AND FUNCTION:
The Personal Assistant plays a pivotal role within the operations department of a private family office and is committed to providing the highest level of support to the Principal and their team.
This role requires experience and the ability to thrive in a dynamic and highly variable environment, possess a keen understanding of the unique dynamics within a family office environment, and the ability to work seamlessly behind the scenes.
This position will report to the Principal and also the Chief Executive Officer, and from time to time, will take direction from the General Manager.
ESSENTIAL FUNCTIONS / RESPONSIBILITIES:
● Work directly under and support the day-to-day operations of the Principal and also the CEO, as needed.
● Travel Support:
● Collaborate with the travel team to ensure flawless execution of the principal's travel arrangements.
● Conduct advance preparation for Principal's trips, including hotel room setup and local logistics.
● Provide thorough packing assistance, maintain detailed packing lists, and coordinate with household teams.
● On-the-ground support during trips, handling errands, and attending to the principal's needs as they arise.
Personal Organization:
● Assist in managing the principal's personal schedule, identifying and proactively addressing potential conflicts.
● Execute restaurant reservations, personal errands, and ad-hoc requests.
● Conduct research on behalf of the principal, delivering concise and relevant information.
Team Collaboration:
● Maintain close communication with the principal's support team, including CEO, security, and household staff.
● Work behind the scenes to address any urgent matters that may arise, ensuring minimal disruption to the principal's day-to-day activities.
● Event and special project management; coordinate projects as assigned.
● Keep and maintain all records and filing systems.
● Respond to inquiries and requests for assistance of a highly confidential nature.
● Hands-on duties as needed, such as organizing projects, running general errands, accompanying the Principal to appointments, shopping, etc.
SKILLS AND WORK HABITS / QUALIFICATIONS:
● Minimum 5 years of previous experience in a high-level personal assistant role, preferably within a family office or UHNW setting.
● Longevity in past positions and excellent references from past employers.
● Adaptability and discretion:
● Demonstrated ability to adapt to changing priorities, maintaining a calm, solution-oriented approach.
● Utmost discretion and ability to handle sensitive and highly confidential issues with professionalism and diplomacy.
● Exceptional organizational skills and impeccable attention to detail.
● Self-starter with a strong sense of responsibility and the ability to complete tasks with minimal supervision.
● Ability to problem solve and multitask with ease.
● Personable and able to build effective relationships across the organization.
● Must have and express a positive approach to problems and situations that may arise.
● Excellent verbal and written communication skills.
● Ability to receive constructive feedback.
● Excellent computer skills and Mac savvy.
● Interest in the arts is helpful.
PHYSICAL DEMANDS and REQUIREMENTS:
● Able to work actively full-time in an office environment.
● Able to travel up to 50% of the time (if not more), domestically and internationally, without assistance.
● Able to work flexible hours as needed.
● Possess a valid passport for international travel.
● Possess valid unrestricted driver’s license, adequate vehicle insurance coverage, and vehicle for use in performing job duties and travel among the Properties.
● Occasional work activities in the Peninsula - reliable transportation is a necessity.
● Able to reach, bend, stoop, lift, carry, and move items as needed in performing job duties.
● Authorized to work legally in the US and be willing to undergo an in-depth background investigation.
● Compliance with the COVID-19 Vaccination Policy.