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location

Philadelphia, PA

salary

$150,000

-

$175,000

employment type

Direct Hire

category

Administrative

division

Career Group

Executive Personal Assistant / Remote + Travel

Executive Personal Assistant / Remote + Travel

150k-175k

Candidate should live in/nearby Philadelphia, PA, or be open to relocation.


General Administrative

-Preparing appropriate, efficient and timely responses to all the Principal’s requests, whether made in person, electronically or otherwise
-Managing access to employer by screening, drafting, and issuing correspondence on their behalf
-Liaising cohesively with other team members in bringing together all aspects of the Principal’s family life
-Pre-empting the Principal’s needs and acting with initiative to take some responsibility away from the Principal
-Efficient calendar planning week to week; ensuring Principal is aware of all appointments and is fully prepared.
-Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts
-Managing and coordinating the family’s diaries and calendars as needed
-Organizing meetings, to include, sending Zoom links to all parties, booking meeting rooms, booking tables at restaurants, sending calendar invites, booking any cars
-Creating meeting agendas, preparing meeting materials, taking meeting minutes, photos, etc. and distributing them in a timely manner to the relevant parties
-Assisting with projects and research as required, to include research on individuals for meetings providing one page synopsis, and sourcing new planners or vendors
-Assisting with recruitment (light touch), to include posting jobs on various platforms
-Ensuring availability and flexibility, including managing last minute requests beyond office hours, over the weekend and holidays


Family Support

-Helping with the day to day requests of the children and other family members as needed
-Coordinating extracurricular activities, appointments, and outings
-Personal shopping and errand running for the Principal and family
-Ad hoc recommendations and bookings for hotels/theatre/concerts/art/cultural offerings/present suggestions and restaurants
-Providing reminders for key dates throughout the year (i.e. birthdays, anniversaries, medical checkups, etc.)
-Managing family suppliers and emergency contact lists
-Organizing family travel and holidays including transportation, activities and accommodation when requested. Putting together complicated itineraries and cope with last minute changes/requests
-Managing and coordinating the family’s travel calendars as needed
-Prepare a monthly presence day tracker and description for residency documentation.


Office Management & Supplies

-Ordering supplies
-Monitor deliveries and arrange returns
-Sort mail, separating junk
-Paying approved bills
-Manage petty cash, household budgets, and keep a record of all expenses
-Liaising with any vendors/ contractors, e.g. computer support, phone support, utilities
-Assisting with setup of new employees, adding them to systems, setting up emails, light training on systems, getting building passes organized


Property Management

-Ensuring property is clean, organized and very well maintained at all times
-Working from the family’s home with their home support team to oversee suppliers, contractors and various appointments as needed
-Sourcing suppliers necessary e.g., pest control, dry cleaners, maintenance workers
-Maintaining excellent relationships with suppliers
-Ensuring all maintenance contracts are negotiated, documented, stored and well monitored
-Maintaining an up-to-date supplier list
-Oversight of all deliveries, general maintenance and renovation projects of the residence; making the Principals are aware of any necessary repairs or purchases that are beyond the scope of the household staff
-Monitoring the progress of projects, to ensure that they are being prioritized in accordance with the Principal’s needs and that outcomes are being reached in a satisfactory time scale and to the standard and budget expected
-Proactively implementing and improving systems within the house
-Ensuring the property is always ‘guest ready’, to include; checking that all equipment is working, undertaking walk throughs as necessary and keeping the household fully stocked with necessary supplies at all times
-Actioning all seasonal maintenance property requirements
-Managing household staff; including schedules, payroll, holiday cover, new hires, grievances etc.
-Recruiting new household staff as required
-Liaising with household staff on behalf of the Principal with any property issues/requests.
-Forging positive relationships with the family and household staff & becoming a trusted ‘go to’ person when needed
-Organizing and assisting with event planning


Accounts & Bill Pay

-Keeping a record of all household expenses – preparing expense reports
-Assisting with household bill pay, ensuring automatic payments where possible
-Managing/ assisting all 3rd party provider accounts, ensuring punctual payments
-Bringing outstanding bills to Principals’ or CPA’s attention for review and assisting in paying approved bills when asked
-Paying approved bills through the correct LLCs
-Creating LLCs as directed
-Filing/ organizing all financial documents efficiently, providing the appropriate team member with the relevant documents required throughout the year.
-Preparing/ organizing documents required for the filing of tax documents.
-Collecting insurance reimbursement forms from the healthcare providers and submitting - tracking all paperwork until completion


Asset Maintenance & Oversight

-Assisting with managing private planes/ boats etc.
-Inventorying assets; cars, boats, planes, homes etc.
-Registering all assets as needed, ensuring insurance and appropriate required legals are taken care of
-Ensuring maintenance of various assets is scheduled and diarized


Travel


-Travelling as needed
-Property set up: ensure the house is ready - supplies are ordered, relevant staff know their duties, suitcases are unpacked – ensuring the house is fully ready.

Please submit your resume to be considered! 


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