Executive And Family Assistant

The Opportunity

The Executive and Family Assistant provides executive assistance to the Male Principal, along with collaborating with both Heads of the Household to manage family schedules, appointments, and travel as needed. This position also manages the private chef’s schedules, as well as household vendors as assigned.

Hours/Schedule

Full-time position, flexible to the needs of the family. This role will include working from various locations including but not limited to family residence(s), office, or home. Flexibility in schedule is essential with ability to travel ahead of and/or with family to assigned locations as needed.

Our Unique Benefits

We are intentional about enriching our employment experiences through a unique blend of benefit offerings that include:

• Robust health insurance options with competitive employer contributions.
• Training reimbursement programs.
• Paid time off programs including vacation time, sick time, and paid holidays.
• Discounted memberships to MVP Sportsplex.
• 401k retirement plan with a generous employer match of up to 7.5%.

Administrative

What You'll Do

• Demonstrates professionalism as a liaison for Heads of Household with business associates, friends, vendors, non-profits, and other committees.
• Maintains a variety of travel information and documents for Heads of Household and family members including passports, Global Entry, renewals, visas, medical documents.
• Anticipates and proactively creates plans with ideas and facilitation as needed for celebration events for the family (birthdays, anniversaries, etc.) and overseas celebratory and holiday gifting.
• Proactively maintains and monitors family appointments, along with children’s activities, to ensure a cohesive and smooth day-to-day schedule.
• Communicates, on behalf of Heads of Household, with service vendors, household staff, various community boards, Windquest, RDV, etc.
• Serves as the primary point of contact for scheduling meetings; prioritizes and determines the appropriate course of action, referral, or response.
• Partners with Property Manager to manage family property(s) and ensure preparations are made for smooth arrival and departure for the family.
• Coordinate and organize all key event details such as event planning, design, catering, entertainment, transportation, location, attendee list, special guests, equipment, etc.
• Manages multiple short-term and long-term projects with excellent follow through, flexibility and confidentiality, ensuring quality service and completion.
• Proactively maintains and monitors Principal’s personal and professional calendar to ensure efficient use of time; resolves scheduling conflicts and provides recommendations to ensure smooth day-to-day engagements.
• Manages all personal and business travel logistics (air and ground transportation, lodging, food, security, appointments, etc.) and communicates itinerary to all necessary parties.

Supervisory/Management

• Coordinates, plans, and oversees various social or family events in conjunction with other household staff as needed.
• Must be a responsible, dedicated, and dependable person of highest integrity.
• Demonstrated professionalism, enthusiasm, self-motivation, and a positive attitude consistent with a professional service provider.
• Collaborates with the property manager to ensure quality and service standards are met by various vendors.
• Previous management/supervisory experience preferred.
• Provides training and development as needed.
• Demonstrated outstanding organizational skills and attention to detail.
• Manages to ensure employees are collaborating effectively and aligned to achieve superior service and results.
• Bachelor’s degree preferred with 5-7 years relevant professional work experience.
• Collaborates with staff as needed to provide updates on the interior household operations, ensuring they are aware of important issues that impact the efficient operations of the household(s).
• Some travel may be nessasary.
• Prepares the private household chef’s annual performance evaluations for consideration by Principal(s).
• Approves time off requests and other schedules for the private household chef in consideration of family needs and travel, approves and submits time sheets, etc.
• Leads by example and effectively manages by clearly communicating expectations and soliciting feedback from staff.
• While an employer/employee relationship exists, employee must be committed to being part of the household team whose shared goal is to offer exemplary personal service and to positively contribute to a collaborative home environment
• Provides direct management of the private household chef and additional staff as assigned:
• The family’s privacy is of critical importance; therefore, the highest level of confidentiality in the family’s business and personal matters must be exercised at all times.
• Works as a liaison for staff related items with Heads of Household and Talent Services.
• Interacts with family members in a friendly and professional manner. This includes maintaining professional boundaries, along with being adept at gauging appropriate levels, duration, and timing of non-work-related conversations.
• Warm and engaging personality, with ability to interact effectively with all members of the family, as well as other staff members and high-profile community members, etc.
• Works collaboratively to arrange appropriate scheduling for the private household Chef based upon Family needs and travel.
• Flexibility in work location as this offers a remote/virtual setting, but may require you to be onsite as needed.
• Flexibility in work schedule and availability for occasional last-minute needs.
• Actively listens to and provides feedback to support the staff and build strong relationships.