Personal Assistant

Confidential Employer - Daly City, CA

Full-time - Senior

Daly City, CA

About the position

The Senior Personal Assistant will provide comprehensive support to a principal, focusing on maintaining efficiency and professionalism in managing schedules, travel arrangements, and various administrative tasks. This role requires exceptional organizational skills, attention to detail, and the ability to coordinate across multiple time zones while ensuring discretion and sophistication in all interactions.

Responsibilities

• Provide comprehensive support to the principal, managing calendars, scheduling appointments, and coordinating meetings across multiple time zones.
• Handle travel arrangements, including booking private/commercial flights, accommodations, ground transportation, and visa requirements.
• Coordinate professional meetings and serve as a point of contact between the principal, family office, and external stakeholders.
• Draft email replies and maintain accurate records and databases, including contact lists, expense reports, and travel itineraries.
• Assist with special projects and initiatives as assigned by the principal or CEO, showing adaptability to changing priorities.
• Collaborate with Family Office team members, remote colleagues, and external vendors to ensure seamless coordination of the principal's professional and personal lives.
• Uphold the highest standards of professionalism, integrity, and confidentiality in all interactions.
• Coordinate personal activities such as medical appointments, athletic training, pet care, and deliveries.
• Plan and execute events, including parties for 100+ guests, and manage relationships with external vendors.
• Fill in for other Senior PAs during their time off.

Requirements

• 8+ years of previous experience as a Personal Assistant or in executive support, preferably in fast-paced, dynamic environments.
• Strong diplomacy, discretion, and the ability to build relationships at all levels.
• Exceptional organizational skills with a focus on prioritization and managing competing demands efficiently.
• Superior attention to detail, particularly in managing complex calendars, travel itineraries, and logistics.
• Excellent written and verbal communication skills.
• Experience working across time zones, coordinating meetings and appointments.
• Proficiency with travel booking platforms, including handling private chartered travel.
• Strong technical skills (Apple OS, Google Workspace, 1Password, Dropbox, Zoom, WhatsApp) and a quick learner with new software or apps.
• Ability to work independently and as part of a team, showing resourcefulness, adaptability, and initiative.
• Discretion and confidentiality in handling sensitive information.

Nice-to-haves

• Flexibility to accommodate occasional after-hours or weekend work based on the principal's needs.
• Willingness to operate in a structured environment with specific, detailed guidelines.

Benefits

• Health benefits
• Dental insurance
• Vision insurance
• Unlimited PTO
• 401k