Atherton - CA Full Time 2 months ago

Personal Assistant/Household Manager

Atherton, CA

Full Time (40 hours/week)

Generally 9:00 am – 6:00 pm

On-call as needed

COMPENSATION:

  • $72,800 – $120,000/year, DOE
  • Discretionary Bonus (Up to 20%)
  • Health Insurance
  • Paid Vacation, Sick days
  • Paid rest & meal breaks
  • Regular reviews & advancement opportunities

ABOUT US:

Excellence Services LLC is a professional private-owned company that provides luxury service for one HNW family exclusively. We help our client enjoy their life and encourage employee success.

SUMMARY:

Primary responsibilities will include ensuring the smooth running of the home office; performing administrative and household tasks; performing driving duties; providing the Principals with information support at any time; performing research, data collection & analysis.

PRIMARY DUTIES:

Household & Home Office:

  • Perform weekly walkthroughs using household checklists to identify action items.
  • 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.
  • Keep an inventory of personal items for principals, and restock as needed. Manage PAR lists.
  • Keep an 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.
  • Shop for household items as needed.
  • Monthly/weekly purchase order submission, get approval, place orders, and track delivery status.
  • Prepare and submit expense reports.
  • Secure residence at end of the day when needed – all doors locked, security system armed.
  • Light household chores.
  • Respond to incoming calls and greet guests.
  • Oversee onsite vendors as needed.
  • 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.
  • Occasional wardrobe maintenance, i.e., schedule tailor, cobbler, etc.
  • Work with travel concierge and accountant as needed.
  • Plan and coordinate the family’s activities and events.
  • Assist with personal archival projects.

Driving:

  • Safe and secure transportation of Principal(s).
  • Maintain vehicle cleanliness: interior and exterior, hand washing on site.
  • Maintain vehicle readiness: fuel, tire pressure, service records, etc.
  • Prepare and maintain vehicle checklist, pre- / post-use.
  • Prepare/maintain Principals’ comfort items in the vehicles: water, tissues, umbrellas, etc.

HR Responsibilities:

  • Assist the HR team of the family office for household staff hiring.
  • Conduct phone/video interviews and determine the qualification of candidates.

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.

REQUIREMENTS:

  • Bachelor’s degree or above.
  • Proven experience working as a personal assistant is required.
  • Experience working in the Hospitality industry or a family office is preferred.
  • Excellent learning ability and has a passion for exploration, research, and analysis.
  • 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.
  • Strong work ethic, reliable, punctual, and honest. Practical and efficient.
  • Flexibility to work weekends and evenings.
  • Must be very technically savvy. Experience with G-suite.
  • Resourceful in terms of internet search and online shopping.
  • 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.
  • Able to perform physical, hands-on tasks in order to assist the household and staff office to run well. Must be able to lift 40 pounds.
  • Flexible and able to accommodate spontaneous changes to routines and plans.
  • Able to travel with Principals to assist.
  • 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 physical, psychological exam, and drug screen.
  • Service-oriented and attention to detail.

OUR CORE VALUES:

  • Principal’s First*

Highly Private Clients are the focus, and Principals are the Clients.

  • Learn from mistakes*

Brave to face and admit the truth. Learns and grows from mistakes. Makes thoughtful choices and changes to avoid mistakes or at least low-cost mistakes. High-cost or repeated mistakes will lead to disciplinary action.

  • Conscientious*

Finish duties conscientiously, effectively, and promptly.

  • Dedication*

Be dedicated. Keep improving.

  • Accountable*

Due diligence. Be accountable.

  • Independent*

Think and act independently.

  • Resilience*

Do not complain or shy away from assigned works. Confronts difficulties bravely. When the going gets tough, the tough get going.

Job Type: Full-time

Pay: $72,800.00 – $120,000.00 per year

Benefits:

  • Health insurance
  • Paid time off

Schedule:

  • 8 hour shift
  • Monday to Friday

Supplemental Pay:

  • Bonus pay

Work Location: One location

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