Job Title: Full-Time Live-Out Traveling Executive Personal Assistant
Reporting to: The Principal
Start: ASAP
Location: Kauai, Hawaii
Hours: Monday through Friday, business hours, 40 to 45 hours per week; must be flexible and responsive after hours and weekends as needed
Salary: $155,000 - $170,000 per year
Benefits: Partial housing stipend, $500/monthly medical stipend or medical insurance, 401k retirement, PTO, sick days, and main federal holidays
The Family: The principal and her three sons, 11, 10, and 4-years-old; it is a split family dynamic, this role will also assist her ex-husband
Pets: No pets
The Home: The property in Kauai is 3,000sq ft, 4 bedrooms, and has a guest house
The Staff: Household Manager, Nannies, and Housekeepers
Travel: Extensive travel domestic and international; common destinations include, Los Angeles, NYC, Italy, Australia, and elsewhere; typically short trips, except for summers are spent 6-8 weeks away, this role will likely be expected to be with the principal the whole duration
Relocation: Family will consider candidates that live in Hawaii and California; will cover relocation to Kauai; may also opt to live in nearby Oahu; temporary housing will be provided for the first 90-days
Key Responsibilities*
Please find your primary responsibilities outlined below:
*Please note the below list is not exhaustive.
General Administrative
- Preparing appropriate, efficient and timely responses to all the principal’s requests, whether made in person, electronically or otherwise
- Managing access to employer by screening, drafting, and issuing correspondence on their behalf
- Heavy calendaring and efficient planning week to week; ensuring principals are aware of all appointments and are fully prepared.
- Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts
- Assisting with projects and research as required
- Ensuring availability and flexibility, including managing last minute requests beyond office hours, over the weekend and holidays
Day to Day Management
- Knowledge of household security and smart home systems
- Ability to perform all tasks of staff under management and fill in as needed
- Work with and coordinate things with Household Manager
Family Assistance
- Monitoring deliveries and arranging returns
- Assisting with service during events and family gatherings
- Sorting mail, separating junk
- Approaching work with a ‘never having to ask’ attitude – proactively completely jobs and pre-empting the family’s needs.
Occasional Childcare
- May, on rare occasions, need to step in to supervise the children if the nanny on duty calls out
Staff Supervision
- Assist the household manager in their absence with overseeing staff as appropriate
- Assist with onboarding and training staff
- Forging relationships with the family and household staff & becoming a trusted ‘go to’ person when needed
Household Budget & Bill Pay
- Maintaining the household budget and keeping a record of all household expenses – preparing expense reports
- Assisting with household bill pay
- Liaise with bill payment team, all 3rd party provider accounts, ensuring punctual payments
- Reconcile credit card statements
Travel & Event Planning
- Help coordinate all aspects of family travel: flights, accommodations, itineraries, reservations, and ground transportation with the principals (commercial and private)
- Maintain and update family calendars with social engagements, appointments, and travel plans
- Travelling domestic and international as needed
- Property set up: travelling ahead of the family and/or coordinating with on-site staff, to ensure the house is ready - supplies are ordered, relevant staff know their duties, suitcases are unpacked – ensuring the house is fully ready
- Assist with planning and coordinate social and family events, including managing logistics and vendor communications with the principals; this includes social plans with friends, birthdays, and dinners, etc.
Requirements:
- A clean valid driver’s license (may have access to house vehicle for errands)
- Legally able to work within the United States
- Must have experience working in a similar role for HNW private families
- Must be tech savvy
- Must have heavy calendaring and travel planning experience (commercial and private)
- Must have household budget and bill pay management experience
- Excellent references required
- Confidentiality/non-disclosure agreement