Junior Personal Assistant

$120,000 - $120,000/Yr

Unclassified - San Francisco, CA

Full-time - Entry Level

Remote - San Francisco, CA

About the position

We are seeking a highly organized and proactive Junior Personal Assistant to provide comprehensive support to an International Family Office. The ideal candidate will be based in the San Francisco area and possess exceptional communication skills, excelling in coordinating across multiple time zones while demonstrating a high level of professionalism and discretion. In this role, you will assist two Senior Personal Assistants, primarily focusing on maintaining utmost efficiency and sophistication in managing the principals' schedules, travel arrangements, and administrative tasks. Your responsibilities will include providing comprehensive administrative support to the Family Office, which encompasses managing calendars, scheduling appointments, and coordinating meetings across various time zones. You will assist with travel arrangements, including booking flights, accommodations, ground transportation, and visa requirements, ensuring smooth and efficient travel experiences for the principals. Additionally, you will coordinate communication between the principals, senior personal assistants, and external stakeholders, handling inquiries, requests, and correspondence with professionalism and discretion. You will also be responsible for preparing and organizing materials for meetings, presentations, and conferences, ensuring that all necessary documents and information are readily accessible. Maintaining accurate records and databases, including contact lists, expense reports, and travel itineraries, will be crucial to facilitate efficient workflow and information management. Furthermore, you will assist with special projects and initiatives as assigned by the principals or senior personal assistants, demonstrating adaptability and flexibility in responding to evolving priorities. Collaboration with other members of the Family Office team, including remote colleagues and external vendors, will be essential to ensure seamless coordination and support across all aspects of the principals' professional and personal lives. Upholding the highest standards of professionalism, integrity, and confidentiality in all interactions and responsibilities is paramount, as you will represent the principals and the Family Office with discretion and respect.

Responsibilities

• Provide comprehensive administrative support to the Family Office, including managing calendars, scheduling appointments, and coordinating meetings across multiple time zones.
• Assist with travel arrangements, including booking flights, accommodations, ground transportation, and visa requirements, ensuring smooth and efficient travel experiences.
• Coordinate communication between the principals, senior personal assistants, and external stakeholders, handling inquiries, requests, and correspondence with professionalism and discretion.
• Prepare and organize materials for meetings, presentations, and conferences, ensuring all necessary documents and information are readily accessible.
• Maintain accurate records and databases, including contact lists, expense reports, and travel itineraries, to facilitate efficient workflow and information management.
• Assist with special projects and initiatives as assigned by the principals or senior personal assistants, demonstrating adaptability and flexibility in responding to evolving priorities.
• Collaborate with other members of the Family Office team, including remote colleagues and external vendors, to ensure seamless coordination and support across all aspects of the principals' professional and personal lives.
• Uphold the highest standards of professionalism, integrity, and confidentiality in all interactions and responsibilities.

Requirements

• At least 3 years of personal assistant or executive support experience, preferably in a fast-paced and dynamic environment.
• Excellent organizational skills with the ability to prioritize tasks effectively and manage competing demands with poise and efficiency.
• Strong attention to detail and accuracy, particularly in managing complex travel itineraries and scheduling logistics.
• Sophisticated communication skills, both written and verbal, with fluency in English and the ability to liaise confidently with international stakeholders.
• Experience working across different time zones and coordinating meetings and appointments accordingly.
• Proficiency in travel booking platforms and calendar management software, with a demonstrated ability to handle travel arrangements seamlessly.
• Ability to work independently and as part of a collaborative team, demonstrating initiative, resourcefulness, and adaptability.
• Discretion and confidentiality in handling sensitive information and maintaining professional boundaries.
• Flexibility to accommodate occasional after-hours or weekend work as needed to support the principals' schedules and travel requirements.