Personal Assistant

1 month ago

Miami, United States The Quest Organization Full time

Our client, a high net worth family office, is seeking a highly organized and proactive, experienced Personal Assistant to provide comprehensive support to the Principals and their family.

This role will be overseen by the Executive Assistant.


Executive Coordination

  • Collaborate with the Principals and EA to ensure alignment on and prioritization of time- sensitive matters
  • Ensure the Principals’ adherence to annual personal, professional, and family-related goals by collaborating with EA to align their calendar with these aspirations
  • Identify opportunities for process improvement, streamline workflows, and leverage technology/tools to optimize proficiency
  • Provide back up support for EA in coordinating appointments and meetings for principals


Travel Logistics

  • Provide support to EA in coordinating intricate travel logistics, including domestic and international trips involving multiple individuals and/or stops
  • Build and maintain a template packing list for each member of the family to ensure efficient, seamless packing for each trip; store and maintain travel documents for the family
  • Arrange and organize all necessary items and provisions to prepare the family for upcoming travel
  • Accompany principals during travel (as needed), staying one step ahead of their needs
  • Ensure properties are cleaned, stocked, and prepared to support family travel and relocations
  • Communicate in real-time to keep Principals on schedule and informed


Meeting Preparation and Event Management

  • Curate and execute parties, dinners, retreats and other events, overseeing arrangements such as catering, entertainment, and decorations to ensure successful and memorable gatherings
  • Ensure relevant documentation is prepared and reviewed in anticipation of meetings, networking events, speaking engagements, site visits, etc.
  • Arrange catering for internal and external meetings hosted by the Principals, when appropriate


Hospitality and Relationship Management

  • Serve as a liaison for personal and professional constituencies, consulting with Principals, as needed, using discretion
  • Design and execute a workflow for recognizing special occasions (internal and external) and send thoughtful gifts when appropriate
  • Effectively communicate plans and agendas with guests and be responsive to their questions/needs and logging food/drink preferences along with dietary restrictions
  • Greet guests and make everyone feel welcomed by ensuring the right provisions are available to accommodate their stay or visit


General Errands and Tasks

  • Assist with personal tasks including meal planning, fitness scheduling, and restaurant reservations
  • Stock petty cash, parking permits, basic household supplies, etc. as needed
  • Arrange and coordinate lunch orders
  • Handle errands related to the family cat, including scheduling veterinarian appointments and grooming sessions.


Special Projects

  • Conduct research on various topics such as travel destinations, gift ideas, and professional contacts
  • Act as a liaison with the rest of the family office, including estate management, accounting, domestic staff, and impact team; facilitate org-wide communication and collaboration
  • Attend vendor appointments and communicate updates to the estate management team to help drive task completion, as needed
  • Assist Principals and EA with special projects as needed, including research, data analysis, presentation preparation, and other ad hoc tasks


Qualifications:

  • Ability to travel up to 50% of the time
  • 5+ years of experience as a personal assistant for a high net worth family
  • In this role, discretion, integrity, and focused efficiency are paramount, necessitating a professional demeanor characterized by a preference for productivity-focused communication
  • Strong interpersonal skills (diplomacy, tact, and empathy) are essential for building and maintaining positive relationships with Principals, family members, household staff, and external contacts
  • Excellent verbal and written communication skills; ability to communicate in a clear and concise manner to Principals, family members, internal and external constituents, etc.
  • Ability to be on-call 24/7 and respond quickly to requests from Principals and family members
  • Ability to manage complex situations and make logical decisions in, fast pace environments
  • Strong organizational skills; extremely detail-oriented and thorough
  • Comfortable managing up to the Principals and proactive in approach by providing relevant data, facilitating brainstorming sessions, or providing additional information
  • Proactive with the ability to anticipate the needs of the Principals and family members
  • Ability to quickly and effectively solve problems and adapt to changing circumstances
  • Ability to prioritize workloads and pivot quickly, as needed
  • Comfortable in both offering and receiving constructive feedback and suggestions
  • Proficiency in using various software and tools for scheduling, communication, research, and organization is beneficial; must be familiar with Microsoft Outlook and Asana, or similar project management tools
  • Valid Driver’s license and passport

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