HOUSEHOLD/PERSONAL ASSISTANT -- Carbondale, CO
Our client, a couple who are long-time year-round residents of the RFV, is seeking a local full-time, on-staff live-out HOUSEHOLD/PERSONAL ASSISTANT who is highly ethical and discreet, forward-thinking and possesses a true service-heart. The Household/Personal Assistant values protecting the privacy of the Principals, is self-motivated, loves to proactively bring solutions, is even-tempered and enjoys facing challenges with a “can-do” and “I’ll figure it out” attitude. The H/PA is upbeat, positive, a collaborator and a team player who anticipates needs. The H/PA excels at interpersonal interactions and has strong intuition when working with or supervising vendors. The H/PA handles multiple projects, with multiple deadlines, working with different personalities. The H/PA is well-organized, reliable and has solid technology skills, strong attention to detail with thoughtful and thorough work habits. The H/PA is a proactive agent for continued improvement, and graciously gives and accepts feedback. The H/PA has a passion for excellence to provide 5-star service to this fully-staffed household. Able to travel occasionally for up to a week at a time to two out-of-state secondary residences.
Specific responsibilities to include:
Household
- All grocery shopping and CVS pick-ups
- Keep refrigerators, pantry and bar areas stocked and organized, disposing of expired items
- Wash produce
- Light/simple food prep (chop vegetables, arrange charcuterie board, make salads and sandwiches)
- Maintain inventory of cleaning supplies and pet food
- Maintain inventory of office supplies
- Online shopping and coordinating returns as directed
- Answer housephone and take accurate messages
- Track all deliveries
- Drop off/pick up dry-cleaning
- Daily run to pick up mail at post office
- Process and distribute mail
- Make appointments for both Principals (doctors, hair, mani-pedi, massage, etc.) as well as pets (vet, groomer)
- Maintain household petty cash
- Internet research
- Coordinate parties/events (infrequent) with catering including menu, rentals, securing servers, and kitchen help, decorations, name cards and valet parking
- Review hourly inputs and payroll for household staff and submit to PPrincipals and Family Office
- Coordinate with IT provider on the installation, set-up and updating of all on-site technology with utmost focus on security and reliability
- Coordinate with housekeepers and caretakers regarding maintenance matters and on-site vendor management, when needed and appropriate
- Understand, monitor, and properly respond to house operation and warning systems
- Maintain records of the house systems, track warranties, filter changes and appliance repairs, smoke and fire alarm servicing, maintain and update emergency supplies
- Airport drop-offs and pick-ups
- Walk dogs
- Pet-sitting
- Assist with procuring and placing furniture, art, vehicles and other property assets into use
- Coordinate with appropriate parties to ensure all registrations and insurance needs are met
- Ensure vehicles are well maintained and stocked in ready condition. Ensuring cleanliness inside and out, re-fueling, readiness for use, and that insurance cards and registrations are up to date and processed in a timely manner. Manage preventative care (i.e. rotating tires, checking oil and water levels, keeping battery water at proper level, ensuring oil is changed and vehicles are lubricated as required)
- Occasional short-term travel to two out-of-state secondary residences, as requested.
General Administrative
- Maintain Household Manual
- Create and maintain household calendar
- Update database
- Work closely with Family Office on all property-related bill pay. Receive and review bills, submit for processing
- Work closely with the Family Office on all employee matters. Manage payroll approvals for household/property related employees
- Work closely with Family Office to ensure appropriate background checks are completed on employees and vendors
- Help maintain robust files on the property, vehicles and property-related assets. Make sure vehicles are washed and always gassed.
- Request financial transactions as needed to make sure vendors are paid on time
- Coordinate with internal and external parties on Principals’ travel logistics. To and from airport, food for plane, transportation at destination, reservations etc.
- Purchase, wrap and track gifts and cards
- Other duties as assigned
Special Projects
- Obtain proposals, contractor’s bids, and contracts as well as review schedules and cost controls on all approved projects
- Ensure projects progress smoothly and in line with Principals’ expectations. Identify problems and implement creative and efficient solutions.
- Work with security and technology specialists to ensure robust systems are put in place
- Escalate matters requiring Principals’ involvement or decision making
The H/PA is always forward thinking, helping to ensure Principals' needs are met no matter how small the details. Principals’ best interests must always be top-of-mind. Utmost discretion and confidentiality are paramount. Some knowledge of horses and ability to pet/housesit are a big plus.
General schedule is Monday-Friday 8:00am-4:30pm with after-hours availability in case of emergency.
Excellent compensation DOE & medical/dental/vision & 401k & annual bonus opportunity
For immediate consideration, please email your updated resume in Word or PDF to chris@christopherbakerstaffing.com. Only local Roaring Fork Valley candidates with long-term intent who can pass a comprehensive background check and have excellent verifiable references will be considered.