Prominent couple is seeking a calm, proactive, motivated, and highly experienced Personal Assistant / Chief of Staff to run point for all facets of their personal lives. This role will be based out of New York City, with the possibility for occasional visits to their Hamptons based residences. The ideal candidate will have the ability to manage day-to-day tasks and projects and enjoy the day to day of a traditional personal assistant role. Additionally, this person should have excellent problem-solving skills, be willing and eager to learn, able to adapt quickly, and demonstrate a strong work ethic. This role will have oversight of an Estate Manager and additional household staff. Experience with townhouses is a must and a stable resume!
COMPANY: NY Based Couple (no young children)
POSITION: Personal Assistant / Chief of Staff
LOCATION: New York, NY (Light occasional travel to East Hampton)
HOURS: 9am-6pm (approximately but able to check phone after hours)
COMPENSATION: 150-250k base compensation / Depending on Experience + Benefits
DEGREE / EDUCATION: Preferred but not required
Responsibilities of the Personal Assistant / Chief of Staff:
-Provide administrative assistance for the couple out of the home
-Operate professionally & respectfully with existing household staff & able to liaise with office EA
-Review incoming invitations and respond accordingly
-Handle highly confidential information in an appropriate and professional manner
-Develop and maintain the highest and most respectful standard of communication
-Scheduling home maintenance and repair work, and supervising all projects
-Maintain household inventory supplies and order as necessary
-Hiring, training, and supervising all household staff
-Overseeing the operation and maintenance of multiple residences
-Vendor and contract negotiation related to various projects at the different residences
-Maintaining household manuals (keep up on and/or update all implemented schedules for maintenance, staffing, and services needed for the properties.)
-Event planning, organizing, and coordination (small and large parties)
-Booking all Family related travel arrangements. (Flights, ground transportation, hotel accommodations, dining, activities, and spa appointments)
-Managing and researching miscellaneous projects (may include duties for adult age child or aging parents on occasion)
-Miscellaneous errand running needed by employer (i.e. grocery shopping, Post Office, Fedex, etc.)
-Update all computer and smart systems as necessary (TV / Audio / Computers)
-Order all household items needed for staff office and home
-Vehicle maintenance and management
-Maintain/update security systems at all properties as necessary
-Maintain and update Family files and confidential VIP information as necessary (hard files and electronic)
-Calendar management and coordinating the family schedule with other Assistants as needed
-Arranging appointments for personal and professional needs as well as all appointments related to the Family’s needs
-Handling some household bills and all administrative duties liaising with the family office
-Maintaining Family contact list and Christmas card list
-Maintain and keep inventory of household valuables (i.e. China, Silver)
-Other duties as assigned
Requirements of the Personal Assistant / Chief of Staff:
-Bachelor’s degree preferred but not required
-8-15 years of prior Household PA experience required
-Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
-Strong communication and writing skills with high attention to detail
-Proactive, calm approach to professional responsibilities
-Ability to multitask
-Professional demeanor, strong work ethic, dependable
-Extremely organized with the ability to work both independently and in a team environment
-Highest ethical standards
-Verification of identity, education, prior employment, and references may be required
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