Family Office Personal Assistant

Job Summary: The Family Office Personal Assistant will provide comprehensive support to both the Estate Manager and the main principal of a high-profile family. This role requires a highly organized, proactive, and discreet individual who can handle a wide range of responsibilities with the utmost confidentiality and professionalism. The ideal candidate will be adept at multitasking and managing both personal and professional tasks to ensure the smooth operation of the family office and household. YOU MUST HAVE PRIVATE FAMILY OFFICE/ ULTRA HIGH NETWORK EXPEREINCE Key Responsibilities: Administrative Support: Manage and coordinate daily schedules, appointments, and meetings as directed by the Estate Manager and the principal. Handle correspondence, including emails, phone calls, and mail, ensuring timely and appropriate responses. Prepare and edit documents, presentations, and reports as needed for the Estate Manager. Maintain and organize files, records, and databases, ensuring easy retrieval of information. Travel Coordination: Plan and book domestic and international travel, including flights, accommodations, and ground transportation for the principal and family members. Prepare detailed travel itineraries and ensure all travel arrangements are seamless. Handle last-minute changes and troubleshoot travel-related issues. Event Planning: Assist in organizing and coordinating private and professional events, including meetings, social gatherings, and family functions. Manage guest lists, invitations, and RSVPs. Oversee event logistics, including venue selection, catering, and entertainment. Household Management: Support the Estate Manager in supervising household staff and ensuring the smooth operation of the household. Assist in managing household budgets, expenses, and vendor relationships. Oversee property maintenance and renovations as directed by the Estate Manager. Personal Assistance: Assist the principal with personal errands and tasks, such as shopping, gift purchasing, and appointment scheduling. Handle confidential and sensitive information with discretion. Provide support for family members’ personal projects and initiatives. Financial Management: Assist with financial tasks, including bill payments, expense tracking, and budgeting. Liaise with accountants, financial advisors, and other professionals as needed. Special Projects: Undertake special projects as assigned by the Estate Manager or the principal. Conduct research and provide recommendations on various topics. Qualifications: Bachelor’s degree or equivalent experience. Minimum of 5-8 years of experience as a personal assistant, preferably in a family office or high-net-worth individual setting. Exceptional organizational and time-management skills. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite and other relevant software. Must be extremely tech-savvy, with the ability to quickly learn and adapt to new technologies and software. Ability to work independently and as part of a team. High level of discretion and confidentiality. Flexibility to work outside regular business hours as needed. Additional Qualifications: Project Management Skills: Ability to manage multiple projects simultaneously, ensuring timely and successful completion. Technical Proficiency: Familiarity with smart home technology and the ability to troubleshoot basic technical issues. Financial Acumen: Strong understanding of budgeting, financial planning, and expense management. Crisis Management: Ability to handle emergencies and unexpected situations calmly and effectively. Vendor Management: Experience in negotiating contracts and managing relationships with vendors and service providers. Attention to Detail: Keen eye for detail to ensure the highest standards of household maintenance and presentation. Leadership Skills: Proven ability to lead and motivate a team, fostering a positive and productive work environment. Cultural Sensitivity: Understanding and respect for cultural differences, ensuring appropriate and respectful interactions with all household members and staff. Personal Attributes: Professional and polished demeanor. Proactive and resourceful problem-solver. Detail-oriented with a high degree of accuracy. Strong interpersonal skills and the ability to build relationships. Adaptable and able to handle a fast-paced, dynamic environment. Discreet, dependable, and trustworthy. Intelligent, professional, and tactful communicator. Dedicated to the service and success of the family. Flexible and demonstrating a good attitude and sense of humor. Compensation: Competitive salary commensurate with experience. Comprehensive benefits package, including health insurance, retirement plan, and paid time off.