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UHNW Family Personal Assistant
2 months ago
Personal Assistant
Full-Time
Hybrid (NYC in-person / remote), with some travel
September 2024
We are seeking a highly experienced Personal Assistant to support a UHNW family in all aspects relating to their daily activities, travel, household needs and beyond. The parents are a gay male couple (who work in tech) with a growing family. This role will contribute to keeping the family comfortable, stress-free, positive, and organized.
You will be assisting both principals and be part of a team that currently consists of a chief of staff, house manager, housekeepers and nannies. You will report to the chief of staff but most direction will come directly from the principals. The chief of staff, house manager and personal assistant will work together closely on many overlapping duties, occasionally serving as backup for each other as needed, for example, if one team member is on vacation.
The position is based in New York City, and will require work trips to the family residence, typically once or twice per week to meet with the principals. Additionally, travel to Miami Beach, FL and other locations (domestic and international) will be required on a limited basis and with advance notice provided. Travel duties could include things like advance arrival, packing/unpacking, receiving deliveries, meeting staff and vendors, and setting up accommodations for the family’s comfort.
The ideal candidate is someone who loves doing in-depth research and planning, particularly for lifestyle activities like travel, dining, entertainment and activities. Attention to detail and consistency in communication is paramount. They will have at least 10 years of relevant experience in a similar role and strong professional references. Must be flexible and fully available as prompt responsiveness is expected at all times.
Working hours are not set, and evening/weekend availability and responsiveness is required. An average week may be 40+ hours.
Responsibilities will include:
- Active calendar management, including making appointments and reservations
- Detailed research for restaurants, hotels, travel plans, service providers, events and activities, products, etc.
- Optimizing use of rewards program points and airline miles whenever possible
- Maintaining well organized files and records
- Assisting with event planning
- Making online purchases, coordinating deliveries and returns with household staff
- Troubleshooting issues that arise, via phone, text, email, including evenings and weekends
- Domestic and international travel, typically advancing the family to prepare the accommodations before their arrival
- Proactively providing the principals and their children with personalized things to do in NY and while traveling
Required Skills:
- Highly organized, diligent, reliable and patient
- Excellent written and verbal communication skills
- Enjoys researching multiple scenarios and adept at communicating clearly and tracking information back and forth until decisions are reached
- Experience making detailed travel plans, including maximizing rewards points/airline miles programs
- Demonstrates a clear awareness of discretion/privacy in all matters
- Strong interpersonal skills and loves to be of service
- Enthusiastic and energetic personality
- Willingness and stamina to work unpredictable hours, including evenings, weekends and/or holidays when needed
- Being proactive and ahead of the game is key - anticipating needs, prioritizing, initiating, following up until completion. Enjoys accomplishing tasks
- Professional demeanor at all times
- Very tech savvy, proficient in MacOS, iOS, Google Docs, and eager to learn the latest productivity apps
- Must be resourceful, self-driven, and a true problem solver delivering solution oriented results
Other Requirements:
- 10+ years relevant experience
- Strong professional references
- U.S. work authorization
- Driver’s license
- Passport
Compensation:
- $120,000 per year base salary
- Discretionary year-end bonus (usually 10% of base salary)
- Medical insurance
- 15 days PTO, 5 sick days
- 401K (company matches up to 4% of salary, with vesting at 20% per year beginning year 2, fully vesting at the end of year 6)
