Plutus - Executive Personal Assistant

$175,000 - $200,000/Yr

Estatejobs.Com - San Francisco, CA

Full-time - Senior

San Francisco, CA

About the position

An established family office is seeking a highly meticulous and proactive Executive Personal Assistant (EPA) to provide comprehensive support to a busy Principal. This role is critical to ensuring the smooth operation of the Principal's business and household affairs, aligning with their vision for personal life, business, and social impact. The EPA will handle detailed calendar management, coordinate extensive travel plans, manage communications, and oversee domestic staff and external vendors, all while maintaining confidentiality and discretion.

Responsibilities

• Serve as a co-partner to the Principal, actively participating in decision-making processes and strategic planning.
• Manage the Principal's Master Calendar, coordinating across business, personal, and philanthropic commitments to optimize time and resources.
• Coordinate travel arrangements, including itineraries, lodging, and transportation.
• Handle incoming and outgoing communications, manage email correspondence, and prepare meeting agendas and briefings.
• Organize and maintain files and records to ensure the Principal's affairs are documented and accessible.
• Oversee and coordinate the activities of domestic service providers such as housekeepers, gardeners, and security personnel.
• Manage relationships with vendors, ensuring all household operations are carried out efficiently.
• Conduct inventory checks and restock household supplies, manage grocery pickups and errand running as needed.
• Create and maintain a home maintenance schedule and oversee any household projects, from routine upkeep to more significant repairs, coordinating with contractors and specialists.
• Handle invoicing and payments for household expenses and approved vendor services.
• Liaise with various parties, from family members to business and philanthropic contacts, ensuring smooth and effective communication.
• Review contracts and agreements, negotiating as needed to align with the Principal's interests.
• Organize travel and logistics, ensuring the Principal's schedule aligns with personal and professional goals.
• Anticipate the Principal's needs and potential challenges, proactively addressing issues before they arise.
• Assist the Principal in taking a step back and being able to be more present with their family and hobbies by ensuring all aspects of their life are running smoothly and efficiently.

Requirements

• Bachelor's Degree, preferably in Business Administration, Hospitality, or related fields.
• Minimum of 7 years of experience in high-level executive support and house management within a high-net-worth environment.
• Exceptional organizational skills and meticulous attention to detail.
• Excellent communication and interpersonal skills to interact with family, staff, and external contacts professionally.
• Proficiency in modern business tools and software, with a keen eye for technological solutions that enhance efficiency.
• Diplomatic, tactful, and discreet concerning confidential information with unquestionable integrity at all times.
• Strong leadership qualities, including the confidence to manage up and advocate for necessary engagements with the Principal.

Benefits

• Competitive health insurance package
• Retirement plan options
• Generous PTO and paid holidays
• Performance-based bonuses