EXECUTIVE /FAMILY ASSISTANT IN NORTHERN CALIFORNIA - ON THE PENINSULA

$175,000 - $175,000/Yr

Unclassified - Woodside, CA

Full-time

Onsite - Woodside, CA

About the position

Our clients, located on the Peninsula in the Bay Area, are seeking an experienced Executive/Family Assistant to support the Principal with a fast-paced family business. This is not a nanny job; it is for a high-level Executive Assistant familiar with working with families. The ideal candidate will be discrete, upbeat, energetic, and responsible, with a keen attention to detail. This position will collaborate with family members, the administrative team, and the family office team to ensure efficient operations. The candidate must possess amazing time management skills, good judgment, and be organized, a quick learner, and a dedicated professional who is tech-savvy with an interest in AI. The Executive/Family Assistant will be responsible for quickly managing the Principal's requests, whether in person or electronically. This includes managing access to the employer by screening, drafting, and issuing correspondence on their behalf. The Assistant will manage the Principal's calendar, ensuring they are fully prepared for meetings, appointments, and events, while also handling last-minute changes and requests. Additionally, the role involves creating meeting agendas, preparing meeting materials, taking meeting minutes, and distributing them in a timely manner to relevant parties. The Assistant will assist with various projects and research as required, including researching individuals for meetings and providing one-page synopses, as well as sourcing new planners or vendors. Organizing meetings requested by the Principal, creating agendas, and managing detailed and accurate meeting minutes are also key responsibilities. The Assistant will make ad hoc recommendations and bookings for hotels, theatre, concerts, art, cultural offerings, and restaurants, while managing calendar groups and email lists to ensure they are well organized. In terms of property management, the Assistant will work from the family office with the home support team to oversee suppliers, contractors, and various appointments as needed. Maintaining excellent relationships with suppliers and overseeing all deliveries, general maintenance, and renovation projects of the residence is crucial. The Assistant will ensure the property is always 'guest ready', check that all equipment is working, and undertake walk-throughs as necessary. They will also be responsible for stocking household supplies and actioning all seasonal maintenance property requirements, as well as organizing and assisting with event planning.

Responsibilities

• Quickly managing Principal's requests whether in person or electronically
• Managing access to employer by screening, drafting, and issuing correspondence on their behalf
• Managing calendar and ensuring Principal is fully prepared for meetings, appointments, and events, including managing last minute changes and requests
• Creating meeting agendas, preparing meeting materials, taking meeting minutes, and distributing them in a timely manner to relevant parties
• Assisting with projects and research as required, including research on individuals for meetings and sourcing new planners or vendors
• Organizing meetings requested by the Principal and creating agendas
• Managing calendar groups and email lists, ensuring they are well organized and providing reminders for key dates
• Organizing business including transportation, activities, and accommodation when requested
• Creating and managing itineraries for business and family travel
• Assisting with managing any assets, e.g., property, cars, art, etc.
• Reconciling monthly expenses and accounts payable with detailed expense reports and punctual payments
• Preparing and filing tax documents
• Maintaining excellent relationships with suppliers and overseeing all deliveries, general maintenance, and renovation projects of the residence
• Ensuring the property is always ‘guest ready’, including checking that all equipment is working and undertaking walk-throughs as necessary
• Stocking household supplies and actioning all seasonal maintenance property requirements
• Organizing and assisting with event planning

Requirements

• Minimum 5 years working in a similar role
• Proficient with Google suite, Outlook, Microsoft suite (e.g., Excel) & ideally other project management type software (e.g., Asana)
• Happy to sign a confidentiality agreement and non-disclosure agreement before starting work with the family
• Must have a valid driver's license with a clean driving record

Benefits

• Flexible schedule (830/9 AM to 6 PM, with some flexibility)
• Full-Time position
• Salary: $175,000 DOE
• Employment contingent upon passing a background check and verifiable excellent references