Executive Personal Assistant

Job Summary:

A private family in Central Austin seeks to hire an experienced, proactive and resourceful Executive Personal Assistant & Family Assistant to support the day-to-day management of their busy lifestyle and homes. Emotional intelligence, a growth mindset, and healthy boundaries are as important as intellectual and business qualifications. The ideal candidate will have a strong history of working with HNW families and C-level Principals. They will be self-motivated, an excellent communicator, an organizational guru, and able to cultivate relationships with the family and community. The household consists of entrepreneurial Principals (married lesbian couple), two lovely school aged children, two friendly rescue pets (dog, cat), and our House Manager/Nanny.

This is a multi-faceted role covering executive support responsibilities that requires a high level of computer based organizational and time management skills, along with aptitude for efficient research and comprehensive yet succinct presentation of information. It is a role where every day will be different, with a variety of planned and unplanned tasks that will need to be prioritized alongside delivery of ongoing projects and routine commitments. The successful candidate will need to have an adaptable approach on a daily basis when scope and priorities may change, and a strong ability to prioritize an array of concurrent tasks.

Executive Personal Assistant Responsibilities

• Anticipate the Principals' routine needs and take immediate, thoughtful action
• Source and maintain all insurance policies and renewals for property, personal property, vehicles, travel and health
• Provide administrative support, scheduling, building and maintaining document organization,with accuracy and structural clarity across all family office operations
• Actively embrace and use task management and reporting system (currently Slack), proactively suggesting any areas of improvement or change
• Identify areas of improvement and implement standardized processes and procedures to enable more efficient management of household and properties
• Maintain and update accurate contacts database for Principals and family office
• Organize and manage in digital format; documents, records, projects, passwords, and family photography
• Liaise highly confidential information and documentation between Principals and Professional Service Providers (attorneys, accountants, consultants, etc), with absolute discretion
• Maintain basic household cash flow accounts (with our Bookkeeper and CPA) and process vendor/contractor invoices
• Research various initiatives, projects, and curiosities, as requested, delivering information in the most appropriate, digestible format to ensure timely decision making by the Principles
• Take on full or partial ownership of and execute small special projects as assigned, and deliver within constraints of time, quality and budget, including appropriate and timely progress reporting
• Support Principals in remodel and construction projects as they come up
• Under the guidance of the Principals, collaborate with family members, co-parents, friends, and business associates
• Coordinate and calendar family activities, children's school and extracurriculars, doctor appointments, personal care appointments and services
• Assist with daily time management of the family
• Provide research and a menu of vacation options that align with the family's lifestyle
• Manage and coordinate detailed domestic and international travel arrangements to suit the Principals' preferences and objectives
• Plan and reserve accommodations, dining, and experiences for Principals, family, and friends
• Be available and online during Principals' travel days for ad-hoc support needs and last minute changes
• Procure special occasion and holiday gifts on behalf of the Principals, upon request
• Wrap and organize gifts and holiday cards, design and order in advance family holiday ornaments and cards
• Plan, manage and organize social events (dinners, birthdays, fundraisers, holidays, family photos, etc)
• Additional duties as assigned by the Principals

Family Assistant Responsibilities, in collaboration with the House Manager

• Help maintain a tidy home (kitchen, common areas, Principal Suite) as needed, in partnership with House Manager/Nanny and bi-weekly House Cleaner, at both properties. (Eg laundry, vacuuming, linen changes)
• Direct House Cleaners at each property
• Co-manage Austin residence and secondary property with pool in Blanco (Ranch), upkeep of maintenance and repairs including pool and water systems
• Ensure easy transitions between residences (packing, groceries, pre-checking on-site systems are working, etc)
• Maintain and manage on-site technology, smart home systems, and security systems
• Arrange and manage contractors and vendors, maintaining existing relationships and seeking out new as needed
• Supervise contractors while on the properties
• Run personal errands and make returns (local stores, online, Amazon)
• Support children, as needed, when Nanny (Full Time) or Principals need coverage or assistance
• Support care, as needed, for family pets; food, health and daily care. Pets include well behaved medium dog, indoor/outdoor cat and fish tank
• Assist with procurement and packing for trips
• Assist with wardrobe management and purchasing for Principals and children

Candidate Requirements & Attributes

• Excellent references are required from previous employers
• Minimum 3-5 years of related experience supporting high net worth individuals or entrepenuers
• Business and finance acumen. Knowledge of crypto desirable
• Innately and actively curious about how new technologies will change ways of working and living, especially AI
• Demonstrably strong project management skill, whether formally qualified or not
• Proactive approach to problem-solving
• Strong time-management and organization skills
• Strong research and analytical capabilities
• Excellent at adapting to constant change
• Strong ability to prioritize tasks in evolving daily life and within ongoing background projects
• Detailed-oriented and self-directed multitasker
• Self-starter that works well in a fast-paced environment, quick to present solutions in a digestible format
• Trustworthy and vault-like discretion in handling confidential and sensitive information
• Active listener and confident communication skills
• Will happily support in a domestic environment as much as in executive support
• Enjoys working in families with children and pets
• Proficient in using Mac, Google Workspace, Slack, iPhone and Android devices (essential)
• Valid passport (desirable); open to occasional international travel as necessary
• Valid US work authorization (essential)
• A valid Driver's License (essential)
• Clean Background and Criminal Record required
• NDA required

Job Type: Full-time

Pay: $ $42.00 per hour

Expected hours: 40 – 48 per week

Benefits:

• Flexible schedule
• Health insurance
• Paid time off

Work Location: In person