Job Description

A high-profile family is seeking a highly organized and detail-oriented Personal Assistant to provide comprehensive support in both personal and business matters. This role requires exceptional flexibility, including availability during evenings and weekends, and involves working remotely with occasional travel, approximately one week per month. Responsibilities include calendar coordination, task management, travel planning, and acting as a professional gatekeeper. The ideal candidate is proactive, service-minded, and thrives in a dynamic environment, bringing a friendly and polished demeanor to every interaction.

Salary: $150 - 200k

EXECUTIVE ASSISTANT RESPONSIBILITIES:

• Provide administrative support

• Manage robust calendars/schedules/travel for family and friends, as needed

• Liaison between Principals and staff

• Coordinate meetings, conference calls, and events

• Research, draft and prepare materials for meetings

• Proactively anticipate and plan for needs in the future

• Act as Non-Profit Liaison to organizations that Principals support

• Work on special projects and ensure all processes are completed in a timely fashion

• Travel to winery offices and event locations as needed

• Manage and maintain vendor relationships

• Prepare paperwork/presentations for various entities

• Perform other administrative/office management tasks as needed

• Interact well with staff (at all levels)

PERSONAL ASSSISTANT RESPONSIBILITIES:

• Schedule personal appointments (doctor, dentist, etc.) as requested
• Manage medical/dental invoices and claims
• Assist with pet management when necessary
• Keep track of Family birthdays, anniversaries and other important dates
• Assist with family event planning & gift giving as needed

TRAVEL MANAGEMENT/COORDINATION:

• Plan, execute and manage all business and personal travel
• Create tailored end-to-end itineraries for personal travel
• Book business travel for Principals
• Itinerary Coordination:
• Research and book flights, hotels, restaurant/spa, activities and transportation based on preferences and schedule
• Document and maintain records of travel itineraries and invoices
• Stay updated about the latest travel-related trends, regulations and safety measures to provide informed recommendations
• Visa & Documentation: Ensure all necessary visas, passports, and travel documents are up to date
• Coordinate with Boat crew
• Meeting & Event Scheduling: Coordinating with clients, teams, or partners to align travel with important meetings or conferences.
• Budget & Expense Management: Securing cost-effective travel options while balancing comfort and efficiency.

During Travel Support:

• Real-Time Adjustments: Monitoring flights, handling delays, and rebooking travel as needed.
• On-the-Go Assistance: Providing updated itineraries, contact details, and local recommendations.
• Tech & Connectivity Support: Ensuring access to Wi-Fi, phone plans, and required work tools.

Post-Travel Tasks:

• Expense Reporting: Collecting receipts and preparing reimbursement reports.
• Debriefing & Follow-Ups: Scheduling post-trip meetings or sending thank-you notes to contacts met during travel.
• Stay informed about travel trends, regulations and industry-related news to offer the best possible service.

HOUSEHOLD SUPPORT RESPONSIBILITIES:

• Travel to various residential properties as needed – meet with vendors, etc.
• Coordinate vendors/maintenance at various locations
• Manage/schedule housekeepers at various locations
• Assist in preparing homes for occasional guests and coordinate arrival times and accommodations
• Maintain and update household manuals
• Maintain an organized filing system for household needs (car registrations, pet records, receipts, warranties, etc.)

PURCHASING, SHIPPING, RETURNS RESPONSIBILITIES:

• Shopping and errands - purchase items as requested
• Track shipping and delivery status of packages to various households
• Drop off packages at UPS, USPS, Fed-ex, etc.

QUALIFICATIONS:

• Bachelor's degree in business or business management (preferred)

• Minimum of 10+ years’ administrative experience providing direct support to C-level executives

• Expert proficiency with Outlook and Microsoft Office, including Excel, and PowerPoint

• Excellent calendar management skills, including the coordination of complex executive meetings

• Excellent written and verbal communication skills

• Availability to work over-time “as needed” with short notice (evenings, weekends, holidays)

• Solution focused – able to resolve problems easily and quickly

• A highly approachable, gregarious, warm and friendly personality

• Excellent attention to detail

• Proactive, flexible and resourceful

• Ability to maintain confidentiality with a high level of discretion and grace

• Strong organizational and time-management skills

• Ability to multi-task and make quick and effective decisions while remaining flexible .

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