Position Title: Part Time Executive Personal Assistant
Job Summary:
We are looking for a dynamic and highly organized, part time, Executive Personal Assistant to provide comprehensive support to a busy household. The successful candidate will be responsible for managing a wide range of personal, family, and household tasks with a focus on efficiency, discretion, and proactive problem-solving. This role requires strong technical skills, adaptability, and the ability to manage various projects and schedules.
The family has a full time housekeeper & nanny already. This position focuses on being highly tech savvy, administrative support and household, vendor, maintenance and more complex task support.
Key Responsibilities:
1. Administrative and Household Management (80%):
Manage and organize incoming mail, flagging urgent items.
Maintain filing systems and assist with bill payments and accounts payable.
Oversee household inventory, including ordering and stocking supplies.
Coordinate meal planning, including ingredient sourcing and preparation assistance.
Handle package deliveries, returns, and special household projects as needed.
Purchase and coordinate delivery of gifts for special occasions.
Maintain and update household manuals and documentation.
2. Family Management & Child Care (20%):
Manage/coordinate family calendars, scheduling appointments, events, and activities.
Act as the primary contact for family-related communications and scheduling.
Provide childcare support, including school pickups and supervision.
Maintain CPR & safety certifications, ensuring the well-being of family members & pets.
Required Skills and Qualifications:
Experience: Previous experience as a Family Assistant, or similar role in a multi-staffed household with 5+ years experience.
Technical Proficiency: Strong skills in using Notion, Google Workspace, and troubleshooting devices (PCs, network devices, mobile devices).
Organizational Skills: Ability to manage multiple tasks and projects simultaneously with a high level of detail and accuracy.
Communication: Excellent verbal and written communication skills for interacting with family members, staff, and external contacts.
Discretion: High level of discretion and confidentiality when handling sensitive information.
Adaptability: Ability to thrive in a fast-paced, dynamic environment with changing priorities.
Preferred Attributes:
Proactive: Anticipate and address needs before they arise, ensuring smooth household operations.
Organized: the family is looking for a “type A” individual who thrives on making things extremely organized and well documented.
Resilience: Strong ability to manage pressure, prioritize tasks, and maintain focus in a demanding environment.
Communication: we are looking for an executive who crisply and concisely communicates with the principles.
Working Conditions:
Work Environment: This role involves a mix of administrative support, household management, and occasional ranch management tasks.
Physical Demands: Ability to lift up to 50 pounds and perform tasks that require bending, reaching, standing, or walking for extended periods.
Travel: Occasional travel may be required, including extended trips or short-notice travel. A valid driver’s license and proof of insurance are necessary.
Background Check: A background check, including a criminal history and credit check, is required due to the handling of sensitive information and financial matters.
