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Executive Assistant

2 months ago

Atherton, California, United States Excellence Services, LLC Full time

Job Summary:

We are seeking a highly skilled and experienced Executive Assistant to join our dynamic team at Excellence Services, LLC. As a key member of our household staff, you will be responsible for providing exceptional support to our Principals, ensuring the smooth operation of our household, and maintaining the highest standards of service and professionalism.

Key Responsibilities:

  • Oversee and manage various property projects and vendor activities, ensuring each project is completed successfully and efficiently.
  • Conduct regular property inspections; identify and report issues, then arrange and supervise staff in resolving these issues effectively and timely.
  • Manage home maintenance, overseeing all aspects of property upkeep and repairs.
  • Efficiently arrange staff working hours and tasks, ensuring optimal productivity and coordination.
  • Inspect and ensure high-quality work from household staff, providing feedback and continually enhancing work quality.
  • Exhibit strong leadership, manage household staff effectively, and cultivate an accountable, efficient work environment.
  • Oversee household inventory, ensuring adequate supply and organization of household items.
  • Provide reliable transportation for Principals; maintain vehicle cleanliness and readiness; and perform a variety of errands as needed.
  • Handle incoming calls and guest greetings; manage the Principals' personal calendars with precision.
  • Plan, coordinate, and manage travel arrangements, family activities, and events, ensuring smooth execution.
  • Be prepared to assist with diverse tasks as requested by the Principals or the manager, demonstrating flexibility and adaptability.

Requirements:

  • At least 5 years of management experience, with proven ability to manage a small team.
  • Bachelor's degree or higher; previous experience as a personal assistant is preferred.
  • Experienced in hospitality or family office settings.
  • Strong analytical, learning, and communication skills, with strict adherence to confidentiality.
  • Technologically proficient, particularly with G-suite, iPhone, and MacBook.
  • Highly organized and detail-oriented, with strong multitasking, prioritizing, and problem-solving abilities.
  • Positive and team-focused, with outstanding interpersonal skills and vendor management experience.
  • Proficiency in English, both written and spoken.
  • Flexible schedule, willing to work different shifts as needed.
  • Must be legally authorized to work in the United States and able to pass extensive background checks.
  • Ready for pre-employment health screenings, including physical, psychological exams, and drug tests; annual flu vaccination required.
  • Seeking a long-term commitment.

Core Values:

  • Principals' First: Always put our Principals' needs and interests first.
  • Learn from Mistakes: Admit mistakes upfront. Learn and grow from mistakes.
  • Conscientious: Attention to detail. Finish duties mindfully, effectively, and promptly.
  • Dedication: Show a deep commitment to the role and the company.
  • Accountable: Take ownership of tasks and complete thorough due diligence.
  • Independent: Think and act independently. Able to be self-taught and keep improving.
  • Resilience: Never complain or shy away from work. Welcome constructive feedback and can thrive under pressure.