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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
