Monday - Friday with flexibility
Position Overview
Locals Candidates Only
We are looking for a highly capable assistant who can effectively coordinate a wide range of responsibilities, both independently and in partnership with a VA support team, to support a small, fast-paced office that integrates the principal’s personal and business operations. This role is integral to ensuring seamless operations across both business and household spheres, requiring a professional who is organized, proactive, and deeply committed to discretion. The position involves managing complex calendars, coordinating communications, and overseeing administrative priorities with precision and confidentiality.
The ideal candidate thrives in a relationship-driven setting where responsiveness, accountability, and adaptability are essential. Success in this role means anticipating needs before they arise, maintaining polished professionalism in all contexts, and delivering thoughtful, efficient support that enables the Principal to focus on high-level strategic priorities. This is an opportunity to join a sophisticated environment that values trust, efficiency, and long-term partnership.
Position Requirements:
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3–5 years of Administrative experience, preferably in a family office or high-net-worth household setting.
- Non-Smoker
- Valid driver’s license with clean record
- Capable of passing an extensive background check and BAI interview
- Ability to identify issues and address independently
- Strong communicator, both written and verbal
- High level of discretion, loyalty, integrity, and honesty
- High proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint)
- Experience/Familiarity with Trello.
- Exceptional organizational skills and ability to manage complex schedules and priorities without repeated reminders.
- Demonstrated discretion and confidentiality; minimal social media presence.
- Strong emotional intelligence and resilience under pressure.
- Professional presentation and polished communication skills for high-level business and social contexts.
- Financial integrity and personal stability.
- Comfortable with both business sophistication and household practicality.
- Willingness to work a flexible schedule (approx. 50 hours/week) and travel as needed.
Calendar & Scheduling Management
- Maintain and coordinate a complex calendar across business, personal, and household commitments.
- Anticipate scheduling conflicts and resolve proactively.
- Arrange appointments, meetings, and recurring events with precision.
Email Organization & Triage
- Work with VA team to sort and categorize high-volume email flow into designated folders.
- Process emails in real time when possible; handle overflow during peak periods.
- Maintain strict confidentiality protocols for all communications.
Travel & Event Coordination
- Plan and book multi-leg travel itineraries, including flights, accommodations, and ground transportation.
- Travel with Principal to ensure his time is used efficiently.
- Ensure seamless pre-arrival logistics (e.g., hotel check-in before Principal arrives).
- Coordinate charity events, chamber of commerce functions, and country club gatherings.
- Represent the Principal professionally at events and in client interactions.
Household & Personal Management
- Liaise with housekeeping, food preparation staff, and dog walkers.
- Handle errands such as dry cleaning, grocery procurement, and package returns.
- Serve as backup for pet care when needed.
- Assisting with occasional mundane household duties.
- Coordinate personal care for an extended family member in assisted living in suburban Denver. Working with Independent caregivers to assist with appointments that are outside the assisted living facility.
Financial & Administrative Support
- Manage corporate and personal credit cards; categorize expenses accurately.
- Coordinate deposits, rent checks, and vendor payments.
- Scan, file, and distribute invoices
- Maintain detailed records for household and business expenses.
Project & Task Management
- Utilize Trello for task tracking and workflow visibility.
- Ensure timely completion of tasks without repeated reminders.
- Provide regular status updates on ongoing projects.
Remote Assistant Oversight
- Supervise and delegate tasks with a team of virtual assistants.
- Maintain clear communication and ensure proper access to task systems.
Reporting & Communication
- Communicate clearly and concisely across diverse audiences.
Technical Duties
- Maintain proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint).
- Update and maintain Trello boards and tasks.
- Manage virtual meetings via Zoom and Teams.
- Ensure smooth integration of technology for scheduling and communication.
PHYSICAL REQUIREMENTS
- Ability to lift 40 pounds
- Frequent bending, stooping, and stretching
- Ability to negotiate a multi-story house with stairs many times a day