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Remote Personal Assistant
This a Full Remote job, the offer is available from: Illinois (USA)
Primary responsibilities will include providing the Principals with information support at any time; performing research, data collection & analysis; ensuring the smooth running of the home office; performing administrative and household tasks remotely; and working closely with existing staff.
PRIMARY DUTIES:
Research & Exploration
- Collect information, perform research and data analysis as needed; provide suggestions to the Principals with the best solution to solve problems.
- Observe and participate in the daily work to continuously optimize the workflow & process, improve team efficiency, and reduce the interventions by Principals.
Household & Home Office:
- Schedule and work closely with other staff on various household projects.
- Maintain a household vendor list. Build strong relationships with vendors.
- Coordinate household staff and assist with monthly schedules.
- Identify and oversee various household projects as needed.
- Assist in maintaining the inventory of all household supplies (light bulbs, batteries, cleaning supplies).
- Maintain and update household manuals.
- Maintain an approved product list for home and personal items, including sourcing information.
- Monthly/weekly purchase order submission, get approval, place orders, and track delivery status.
- Prepare and submit expense reports.
- Prepare home for occasional events. Coordinate with vendors for holiday decor (Halloween, Christmas).
- 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.).
- Email a daily activities report to Principals.
- Purchase gifts, develop and maintain gift tracker, and review and audit receipts.
- Keep track of birthdays and other important dates.
- Work with travel concierge and accountant as needed.
- Plan and coordinate the familys activities and events.
- Assist with personal archival projects.
HR Responsibilities:
- Assist the HR team of the family office for household staff hiring.
- Conduct phone/video interviews and determine the qualification of candidates.
REQUIREMENTS:
- Bachelors degree or above.
- Proven experience working as a personal assistant is required.
- Excellent learning ability and has a passion for exploration, research, and analysis.
- Experience working in the Hospitality industry or a family office is preferred.
- Vault-like ability to maintain confidentiality and be ultra discreet.
- Demonstrate excellent email etiquette, concise and accurate communications.
- Maintain strictest confidences--never disclose Principals contact information.
- Flexibility to work weekends and evenings.
- Must be very technically savvy. Experience with G-suite.
- Resourceful in terms of internet search and online shopping.
- Strong work ethic, reliable, punctual, and honest. Practical and efficient.
- 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.
- Personable, gracious, and polite, with excellent people skills.
- Excellent command of the English language, both written and spoken.
- Proactively identifies and resolves problems.
- Able to work independently but takes direction well from Principals.
- Flexible and able to accommodate spontaneous changes to routines and plans.
- Long-term intent.
- Must be legally authorized to work in the United States without sponsorship for employment visa status.
- Able to pass an extensive background check, credit, and reference checks.
- Willing to take a pre-employment psychological exam and drug screen.
