Assistant

Company Description

Private Family

Position Overview:

We are seeking a highly organized and resourceful individual to serve as the Assistant to the Executive/Personal Assistant for a private family. This role involves supporting the Executive/Personal Assistant with a variety of tasks to ensure seamless daily operations and efficient management of schedules, errands, documentation, travel, and event planning. The ideal candidate will have excellent multitasking abilities, strong attention to detail, and a proactive mindset to handle a wide range of tasks.

Key Responsibilities include but are not limited to:

Schedule Management

Assist in coordinating and managing family schedules, appointments, and commitments.

Ensure calendar updates and reminders are accurately maintained.

Errands

Handle a variety of errands, including shopping, mailing, and other logistical needs.

Documentation Organization

Maintain and organize physical and digital files, ensuring easy access to important documents.

Assist with preparing reports, spreadsheets, and presentations as needed.

Travel Coordination

Support the planning and booking of travel arrangements, including flights, accommodations, and transportation.

Prepare travel itineraries and ensure all arrangements meet family preferences.

Office Tasks

Perform general administrative duties such as answering calls, managing correspondence, and maintaining office supplies.

Assist with expense tracking and basic bookkeeping.

Event and Party Planning

Assist in planning and coordinating family events, parties, and gatherings.

Research venues, vendors, and services to ensure high-quality experiences.

Other Responsibilities

Complete other applicable tasks as deemed appropriate by the Executive/Personal Assistant.

Provide support for ad hoc projects and special requests.

Qualifications

• Prior experience in an administrative or assistant role is preferred but not required.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Apple Products, Microsoft Office Suite, Google Workspace, or similar tools.
• Discretion and the ability to maintain confidentiality.
• A proactive, problem-solving attitude with the ability to anticipate needs.
• Flexibility to adapt to changing priorities and tasks.
• Valid driver’s license and reliable source of transportation

Work Environment:

• This is a full-time position with a combination of office-based and on-the-go responsibilities.
• Occasional evening or weekend work may be required, depending on family needs.

This role offers a unique opportunity to work closely with a private family and their Executive/Personal Assistant, playing a key part in supporting their dynamic and fast-paced lifestyle.