Personal Assistant

3 weeks ago

Austin, United States Private Family Full time
Job DescriptionJob Description

PERSONAL ASSISTANT

We are searching for an experienced, proactive and resourceful Personal Assistant with excellent communication, organisational, and problem-solving skills to support our family. In this role, emotional maturity, joy and a positive attitude are as equally important as experience and qualifications. The ideal candidate has long-term experience supporting others and is looking to join as a long-standing member of our young family’s team. We are currently a household of husband and wife, two children under three, and two small dogs.

A Successful Candidate will

  • Be Meticulous and organised: You have tremendous attention to detail and are highly organised. You take pride in having everything buttoned up
  • Have a Growth Mindset: You are receptive and see feedback as an opportunity to improve both your personal and professional skills.
  • Be Proactive & Resourceful: You identify needs ahead of time and take full responsibility for getting things done. You’re excellent at independently seeking out information and always find ways to see the glass “half full” in order to be solution oriented.
  • Take Ownership: Mistakes are bound to happen. You acknowledge when they are made and are able to demonstrate resilience to quickly move past them.
  • Be Professional: As a role in the home, you will find a balance of engaging with our family and our team while maintaining a professional relationship.
  • Switch Gears Easily: You are able to handle a million things at once and don’t mind interruptions and changing priorities.
  • Exercise Confidentiality: You won’t compromise the family’s privacy and confidentiality.
  • Communicates Clearly & Confidently: You have stellar written & verbal communication skills. You exercise tact, good judgment, and integrity. You are an advocate for the family as well as for yourself.
  • Self Care: You identify your own personal needs and can easily communicate them. You have a healthy relationship with boundaries and authenticity so that balancing work/life comes with ease and maturity.

Core Responsibilities:

  • Property management - weekly vendor management and/or sourcing, overseeing home remodels and contractor projects, etc. Manage household stock/inventory control. Work with our house-keeper to keep a highly organised home.
  • Creating and daily up-keep of different calendars: Scheduling appointments (medical, pets, cars, personal, home, maintenance, etc)
  • Work collaboratively, communicate effectively & respectfully with family (Husband & Wife), house keeper, contractors, vendors and personal contacts.
  • Meticulously arrange personal travel with all preferences in mind for: hotels, car service, flights, long/short stay planning, preparing and ESA travel documents. Be available and online during travel days to support last min changes.
  • Assist other staff as needed, coordinating & preparing documents for business meetings.
  • Plan, manage, organise and help setup events: dinners, birthdays, parties. Help setup and take down seasonal decorations.
  • Run errands, meal coordination, health & wellness coordination, dog walking.. No task is too big or too small e.g. if grocery delivery unavailable run to wholefoods, taking dogs to vet, help pack kids school bags, light kid meal prep, dry cleaning, take car to be washed, etc.
  • Management of family contacts, holiday cards and gifting.
  • Willing to respond to time-sensitive mobile phone/email requests on evenings and weekends.
  • Receiving, unpacking deliveries, processing returns, dropping off packages to whole-foods, ups, Fedex, return library books.
  • Maintain a family “guidebook” - that contains preferences, contacts, house-hold maintenance calendars etc.

Executing on these responsibilities is key to ensuring a positive and balanced daily life for our family. You must have a well-established work ethic that allows you to excel in a fast-paced, high performance environment under little to no supervision. Hours can be established in partnership with our family, although having a flexible, accommodating approach to your schedule and being available by phone/email on evenings and weekends as needed is part of the job.

Requirements

  • Must have 5+ years of experience as a Personal Assistant, Office Manager, or Estate Manager
  • Consistent 10+ years total work experience (please explain gaps on resume if necessary)
  • Experience with Google Suite - Google Mail, Docs, sheets, slides, MAC OS + iPhones, and open to learning new applications like Notion.
  • Experience with international coordination: calendar arrangements, dealing with multiple time zones, travel arrangements, and scheduling
  • Ability to learn quickly and troubleshoot issues independently, with somewhat of a “techie” mentality
  • Able to work flexible hours as needed, including occasional weekends/evenings for events (typically 1 per month)
  • Available by text/phone after hours if needed
  • Reliable transportation and live close to Westlake Austin
  • Comfortable with comprehensive background check and providing references
  • Valid Driver’s license and clean motor vehicle report
  • Comfortable signing a NDA

***To apply, please submit a resume and cover letter including 3 reasons why you would be a good fit for the job, total income from the past year, and include the word “excellence” at the bottom of the letter to ensure you read this post to it's entirety ***

Location: Westlake Austin, TX 78746

Industry

Housekeeping

Start Date: flexible for an ideal fit

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