Executive / Personal Assistant Jobs

Personal Assistant/Household Manager

Atherton, CA

Full Time (40 hours/week)

Generally 9:00 am - 6:00 pm

On-call as needed

COMPENSATION:

• Paid Vacation, Sick days
• Regular reviews & advancement opportunities
• Health Insurance
• Paid rest & meal breaks
• Discretionary Bonus (Up to 20%)
• $72,800 - $120,000/year, DOE

ABOUT US:

Excellence Services LLC is a professional private-owned company that provides luxury service for one HNW family exclusively. We help our client enjoy their life and encourage employee success.

SUMMARY:

Primary responsibilities will include ensuring the smooth running of the home office; performing administrative and household tasks; performing driving duties; providing the Principals with information support at any time; performing research, data collection & analysis.

PRIMARY DUTIES:

Household & Home Office:

• Purchase gifts, develop and maintain gift tracker, and review and audit receipts.
• Keep an inventory of all household supplies (light bulbs, batteries, cleaning supplies).
• Keep an inventory of personal items for principals, and restock as needed. Manage PAR lists.
• Oversee onsite vendors as needed.
• Maintain an approved product list for home and personal items, including sourcing information.
• Maintain Principals’ personal Google calendars (separate from professional calendars).
• Respond to incoming calls and greet guests.
• Assist with personal archival projects.
• Monthly/weekly purchase order submission, get approval, place orders, and track delivery status.
• Email a daily activities report to Principals.
• Schedule personal appointments. Calendar items forwarded by Principals.
• Secure residence at end of the day when needed – all doors locked, security system armed.
• Shop for household items as needed.
• Maintain and update household manuals.
• Prepare home for occasional events. Coordinate with vendors for holiday decor (Halloween, Christmas).
• Prepare and submit expense reports.
• Light household chores.
• Coordinate household staff and assist with monthly schedules.
• Schedule and work closely with other staff on various property / estate projects.
• Identify and oversee various property / estate projects as needed.
• Maintain a household vendor list. Build strong relationships with vendors.
• Maintain a filing system for household needs (e.g., car registrations, maintenance contracts, warranties, contractor bids, etc.).
• Keep track of birthdays and other important dates.
• Update and maintain Google Contacts. Ensure information is synced to phones.
• Occasional wardrobe maintenance, i.e., schedule tailor, cobbler, etc.
• Work with travel concierge and accountant as needed.
• Perform weekly walkthroughs using household checklists to identify action items.
• Plan and coordinate the family’s activities and events.

Driving:

• Safe and secure transportation of Principal(s).
• Prepare and maintain vehicle checklist, pre- / post-use.
• Maintain vehicle readiness: fuel, tire pressure, service records, etc.
• Maintain vehicle cleanliness: interior and exterior, hand washing on site.
• Prepare/maintain Principals' comfort items in the vehicles: water, tissues, umbrellas, etc.

HR Responsibilities:

• Conduct phone/video interviews and determine the qualification of candidates.
• Assist the HR team of the family office for household staff hiring.

Research & Exploration

• Collect information, perform research and data analysis as needed; provide suggestions to the Principals with the best solution to solve problems.
• Observe and participate in the daily work to continuously optimize the workflow & process, improve team efficiency, and reduce the interventions by Principals.

REQUIREMENTS:

• Proven experience working as a personal assistant is required.
• Demonstrate excellent email etiquette, concise and accurate communications.
• Able to travel with Principals to assist.
• Willing to take a pre-employment physical, psychological exam, and drug screen.
• Bachelor’s degree or above.
• Have at least 3 years of management experience.
• Able to work independently but takes direction well from Principals.
• Comfortable with iPhone or Android, including texting, camera phone, and smartphone apps.
• Excellent command of the English language, both written and spoken.
• Flexible and able to accommodate spontaneous changes to routines and plans.
• Experience working in the Hospitality industry or a family office is preferred.
• Resourceful in terms of internet search and online shopping.
• Covid-19 (with booster if eligible) and Influenza vaccinations are required to be considered for this position.
• Able to pass an extensive background check, credit, and reference checks.
• Must be very technically savvy. Experience with G-suite.
• Personable, gracious, and polite, with excellent people skills.
• Proactively identifies and resolves problems.
• Strong work ethic, reliable, punctual, and honest. Practical and efficient.
• Service-oriented and attention to detail.
• Able to perform physical, hands-on tasks in order to assist the household and staff office to run well. Must be able to lift 40 pounds.
• Must be legally authorized to work in the United States without sponsorship for employment visa status.
• Vault-like ability to maintain confidentiality and be ultra discreet.
• Excellent learning ability and has a passion for exploration, research, and analysis.
• Positive attitude, team player, capable of working well with a vast array of high-quality vendors.
• Maintain strictest confidences - never disclose Principals’ contact information.
• Highly organized, meticulous, detail-oriented, and thorough. Able to multitask and prioritize well.
• Long-term intent.
• Have experience managing 3+ subordinates.
• Flexibility to work weekends and evenings.

OUR CORE VALUES:

● Principal’s First

Highly Private Clients are the focus, and Principals are the Clients.

● Learn from mistakes

Brave to face and admit the truth. Learns and grows from mistakes. Makes thoughtful choices and changes to avoid mistakes or at least low-cost mistakes. High-cost or repeated mistakes will lead to disciplinary action.

● Conscientious

Finish duties conscientiously, effectively, and promptly.

● Dedication

Be dedicated. Keep improving.

● Accountable

Due diligence. Be accountable.

● Independent

Think and act independently.

● Resilience

Do not complain or shy away from assigned works. Confronts difficulties bravely. When the going gets tough, the tough get going.

Job Type: Full-time

Pay: $72,800.00 - $120,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• Monday to Friday
• 8 hour shift

Ability to commute/relocate:

• Atherton, CA: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person