Personal Assistant for Professional and Philanthropic Family in SF

$150,000 - $175,000/Yr

Confidential Employer - San Francisco, CA

Full-time - Mid Level

Remote - San Francisco, CA

About the position

The Personal Assistant (PA) for a professional and philanthropic family in San Francisco will provide direct support to the Principals while managing their elegant homes and busy lives. This role requires a sophisticated, detail-oriented, and highly organized individual who can liaise with household staff across multiple residences and lead a team of housekeepers, nannies, chefs, and vendors. The ideal candidate will have a proactive mindset, excellent communication skills, and the ability to maintain a calm and professional demeanor in a fast-paced environment.

Responsibilities

• Manage household staff, contractors, and vendors to ensure proper upkeep, repairs, and renovations at multiple properties across the US.
• Liaise with House Managers and staff in CA, MT, NY, MA, and the San Francisco family office.
• Produce domestic and international travel plans and itineraries, including private and commercial flights, car service, activities, and restaurant reservations.
• Oversee Principal's and family calendars and schedule meetings and appointments while keeping a clear understanding of priorities.
• Check, sort, and route mail.
• Compose letters on behalf of the Principal.
• Pay bills and interface with an accountant.
• Expense reporting including philanthropic tracking and capital expenses at various properties.
• Complete research/reports.
• Complete art installations.
• Gift shopping, wrapping, and tracking of purchases.
• Hand write thank you notes.
• Grocery and household supply shopping and tracking.
• Floral purchases and arrangements.
• Organization projects.
• Organize special events such as birthday parties and dinners both on and offsite.
• Create and maintain databases and documents related to personal investments, property management, insurance, vehicle maintenance, and other projects.
• Car maintenance, registration, and scheduling.
• Manage dog schedule, food, and vet appointments.
• Complete children's camp registration and packing yearly.
• Household supply ordering and ongoing maintenance.
• Run errands as needed.
• Facilitate purchases and returns.
• Execute Christmas card distribution.

Requirements

• 3-5+ years of proven work experience as a House/Estate Manager, Family Assistant, or Executive Assistant with excellent work and personal references.
• Hyper attention to detail and a sophisticated eye.
• Highly organized and ethical with flexibility and discretion.
• Forward thinker with the ability to anticipate needs.
• Team player with a 'can do' attitude and a desire to be flexible.
• Service-oriented, concierge-like personality.
• Proficiency in Google Suite, Google Calendar, bill.com, airtable, and smart home technology systems, with the ability to learn new systems as required.
• Exceptional verbal and written communication skills.
• Meticulous attention to detail.

Nice-to-haves

• Experience with event planning and organization.
• Familiarity with art installations and management.
• Background in household management or personal assistance in high-net-worth environments.

Benefits

• Healthcare stipend
• Sick days
• Paid time off
• Paid federal holidays
• Annual Bonus