Local SF candidates only
We are seeking an experienced Personal / Executive Assistant to support our client in San Francisco. This role seeks a candidate who lives within 15 minutes of Pacific Heights and enjoys working in an office environment with others. In the role you will coordinate with household staff and family office staff to manage the employers dynamic personal and professional life.
Only local candidates who already live in the SF Bay Area and withing a radius of a 15 minute commute to the household in Pacific Heights will be considered.
GENERAL RESPONSIBILITIES:
Schedule-Related Duties:
Maintain the principal’s personal calendar
Confirm, schedule, and reschedule appointments and meetings (i.e. beauty, fitness, medical, philanthropy, etc.)
Re-confirm meetings
Proactively schedule appointments with the following questions always in mind:
If the meeting is on-site – set up conference room to include some or all the
following details -food/beverage, equipment, handouts needed
If the meeting is off-site, consider the transportation-related issues:
Directions to the meeting location
Travel time to meeting, with any special circumstances noted
What materials are needed in advance, so the principal is prepared for the meeting?
How far in advance does the principal need meeting materials?
How long will the meeting last?
Is there an ‘escape plan’? (meeting goes unexpectedly long)
What follow-up is required after the meeting?
Keep the principal on schedule and on point with an accurate schedule at all times
Travel with the principal as required
Be prepared to work late before and after a trip and if necessary, the weekend before
Interface with the principal regarding scheduling implications of trip and travel itineraries
Make sure that the calendar has all important dates, i.e. family events, dinners, travel, social, etc.
Coordinate charity-related event activity with Foundation Director
Drafting of principal’s personal correspondence duties
Answer incoming calls with PA, screen calls, take messages, maintain call log
Schedule time for the principal to meet with employees
Create a daily schedule and remind the principal of Birthdays and Anniversaries for the following day
Coordinate with Estate Manager on need-to-know schedule information
Other Office Duties:
Answer incoming calls, screen calls and take messages
Prepare To Do List daily for principal
Understand protocols and lead the management of the office database (entering new information, updating existing information)
Keep current folders on correspondence and website information for philanthropic and civic events and meetings
Keep a manifest of charity event RSVP deadlines and table listing deadlines
Set up conference room as required, ensure you check with the principal for her requirements in regard to food and beverages
Interface with principal regarding principal’s public e-mail account inquiries; compose and reply to incoming public e-mail account inquiries accordingly.
Occasional errands
QUALIFICATIONS Strong work ethic.
Utmost discretion and confidentiality required (must sign a confidentiality agreement.)
Highly organized, meticulous, detail oriented, and thorough.
Positive attitude, pleasant and courteous.
Superior telephone manners.
Excellent written and oral communication skills.
Project management experience.
Reliable and punctual.
Neat and well-groomed.
Self-starter, takes charge, proactive, sees problems and resolves them.
Flexible and able to accommodate changes in routine and plans.
Excellent computer skills (standard Microsoft Office Suite programs; internet searches/research as needed).
Able to work legally in the United States, with a valid driver’s license and clean driving record; bondable.
Long-term intent.
Must be willing to drive.
