Our client, a high net worth family office, is seeking a highly organized and proactive, experienced Personal Assistant to provide comprehensive support to the Principals and their family.
**This position is considering candidates who are interested in relocating to Miami, FL or working on a hybrid basis with bi-weekly travel to the family's estates nationwide**
This role will be overseen by the Executive Assistant.
Executive Coordination
- Collaborate with the Principals and EA to ensure alignment on and prioritization of time- sensitive matters
- Ensure the Principals adherence to annual personal, professional, and family-related goals by collaborating with EA to align their calendar with these aspirations
- Identify opportunities for process improvement, streamline workflows, and leverage technology/tools to optimize proficiency
- Provide back up support for EA in coordinating appointments and meetings for principals
Travel Logistics
- Provide support to EA in coordinating intricate travel logistics, including domestic and international trips involving multiple individuals and/or stops
- Build and maintain a template packing list for each member of the family to ensure efficient, seamless packing for each trip; store and maintain travel documents for the family
- Arrange and organize all necessary items and provisions to prepare the family for upcoming travel
- Accompany principals during travel (as needed), staying one step ahead of their needs
- Ensure properties are cleaned, stocked, and prepared to support family travel and relocations
- Communicate in real-time to keep Principals on schedule and informed
Meeting Preparation and Event Management
- Curate and execute parties, dinners, retreats and other events, overseeing arrangements such as catering, entertainment, and decorations to ensure successful and memorable gatherings
- Ensure relevant documentation is prepared and reviewed in anticipation of meetings, networking events, speaking engagements, site visits, etc.
- Arrange catering for internal and external meetings hosted by the Principals, when appropriate
Hospitality and Relationship Management
- Serve as a liaison for personal and professional constituencies, consulting with Principals, as needed, using discretion
- Design and execute a workflow for recognizing special occasions (internal and external) and send thoughtful gifts when appropriate
- Effectively communicate plans and agendas with guests and be responsive to their questions/needs and logging food/drink preferences along with dietary restrictions
- Greet guests and make everyone feel welcomed by ensuring the right provisions are available to accommodate their stay or visit
General Errands and Tasks
- Assist with personal tasks including meal planning, fitness scheduling, and restaurant reservations
- Stock petty cash, parking permits, basic household supplies, etc. as needed
- Arrange and coordinate lunch orders
- Handle errands related to the family cat, including scheduling veterinarian appointments and grooming sessions.
Special Projects
- Conduct research on various topics such as travel destinations, gift ideas, and professional contacts
- Act as a liaison with the rest of the family office, including estate management, accounting, domestic staff, and impact team; facilitate org-wide communication and collaboration
- Attend vendor appointments and communicate updates to the estate management team to help drive task completion, as needed
- Assist Principals and EA with special projects as needed, including research, data analysis, presentation preparation, and other ad hoc tasks
Qualifications:
- Ability to travel up to 50% of the time
- 5+ years of experience as a personal assistant for a high net worth family
- In this role, discretion, integrity, and focused efficiency are paramount, necessitating a professional demeanor characterized by a preference for productivity-focused communication
- Strong interpersonal skills (diplomacy, tact, and empathy) are essential for building and maintaining positive relationships with Principals, family members, household staff, and external contacts
- Excellent verbal and written communication skills; ability to communicate in a clear and concise manner to Principals, family members, internal and external constituents, etc.
- Ability to be on-call 24/7 and respond quickly to requests from Principals and family members
- Ability to manage complex situations and make logical decisions in, fast pace environments
- Strong organizational skills; extremely detail-oriented and thorough
- Comfortable managing up to the Principals and proactive in approach by providing relevant data, facilitating brainstorming sessions, or providing additional information
- Proactive with the ability to anticipate the needs of the Principals and family members
- Ability to quickly and effectively solve problems and adapt to changing circumstances
- Ability to prioritize workloads and pivot quickly, as needed
- Comfortable in both offering and receiving constructive feedback and suggestions
- Proficiency in using various software and tools for scheduling, communication, research, and organization is beneficial; must be familiar with Microsoft Outlook and Asana, or similar project management tools
- Valid Drivers license and passport