Executive Personal Assistant

Groupe Insearch; Redwood City (CA); On-site; USD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a dedicated Executive Personal Assistant to provide top-notch personal and administrative support to a family in the Bay Area. This role requires a highly organized individual with extensive experience in private service, capable of managing complex schedules and fostering collaborative relationships. The ideal candidate will possess exceptional communication skills, a warm demeanor, and the ability to anticipate the family's needs while maintaining confidentiality. The position demands flexibility, as it involves significant travel and the ability to adapt to a non-traditional work schedule. Join a dynamic team where your contributions will make a meaningful impact!

Qualifications

• Extensive experience in private service and personal assistance.
• Ability to maintain confidentiality and manage diverse service teams.

Responsibilities

• Provide personal assistance services to the family and guests.
• Manage complex personal/social/work calendars.
• Oversee wardrobe management and gifting activities.

Skills

Executive Support

Project Management

Communication Skills

Organizational Skills

Multi-tasking

Tech-savvy

Confidentiality Management

Education

Bachelor's Degree

7+ years of relevant experience

Tools

Microsoft Office Suite

Project Management Tools

Messaging Tools

Job description

Bay Area family is seeking an experienced Executive Personal Assistant (EPA). The EPA is a critical member of the Personal Services team and is responsible for overseeing all daily personal services for the family. This role serves as a working partner for the executive teams that also support the family. In addition, the EPA is responsible for benchmarking, documenting, and providing exceptional service delivery in the areas of travel, staff communication, creative services (i.e., gifting), wardrobe management, calendaring, vendor management, and general administration.

This highly collaborative role will work closely with others to anticipate and be responsive to the family and their guests’ needs. The EPA will refine administrative personal service delivery processes throughout the organization, demonstrate strong project management skills, and possess a respectful, incremental approach to implementing change. This role will develop streamlined workstreams to maximize family privacy while delivering exceptional personal and administrative support.

The EPA must have extensive experience in private service, personal assistance, and hospitality. Long-term success in this role will depend on the candidate’s ability to rapidly familiarize themself with the family’s preferences and expectations and, in turn, deliver next-level service. This role requires an emotionally intelligent communicator who leads with confidence, strategy, and an authentic passion for exceeding the family’s expectations.

This position will require travel to various property locations, at times with short notice.

Candidates must be flexible with no travel limitations.

General Responsibilities:

• Provide personal assistance services to the family and their guests in collaboration with the Director, Personal Services.
• Partner with the family’s executive scheduling team to manage and maintain complex personal/social/work calendars, which require detailed scheduling and coordination with the executive teams to properly track and reflect all pertinent information
• Attend regular meetings with operational leaders to review pending projects and family requests
• Ability to foster collaborative relationships inside and outside the organization with varying personalities
• Communicate clearly and consistently with all property staff and all off-site partners
• Professionally represent and interface with family friends, business contacts, family, doctors, stylists, and other important personal advisors
• Manage and track expenses/bills, credit card reconciling, staff expenditure approvals, and coordinate with finance partners to properly report expenditures
• Review contracts pertinent to the family and liaise with other departments
• Oversee general administrative processes for personal services related activities
• Other duties as assigned

Personal Support Responsibilities:

• Through the direction of the Director, Personal Services:
  • Oversee the family’s wardrobe and ensure garments are kept in excellent condition
  • Liaise and direct stylists as required
  • Manage and coordinate with personal vendors
  • Oversee all health & wellness personal services to ensure exceptional service delivery
  • Collaborate with the Director of Facilities to ensure easy family transitions between residences
  • Manage all incoming event invitations and RSVPs on behalf of family
  • Oversee all gifting activities including inventory of gifts received as well as researching unique gifts, purchasing, wrapping, and sending gifts

TOP KEYS FOR CLIENT:

• A bachelor’s degree is preferred but not mandatory
• Minimum of 7+ years of relevant experience or an equivalent combination of education and experience providing executive/personal support within a high-service, action-oriented private environment with high accountability levels
• Must have the flexibility to travel nationally and internationally as required; travel is required approximately 75% of the time
• Experience coordinating with diverse service teams, including personal service assistants, property managers, housekeepers, chefs, drivers, and other staff/vendors as is required
• Experience in maintaining a private employer’s confidentiality, safety, security, and privacy
• Prior experience working with a private family is preferred
• Ability to multi-task while staying organized and on top of items
• Superb written and oral communication skills; a gift for distilling information into verbal and written formats
• Tech-savvy with complete comfort using both Mac and PC computers for internet searching, emailing, operation of various apps, calendaring programs, etc.
• Familiarity with Microsoft Office suite (Word & Excel) and various project management/messaging tools
• Warm, polished, intuitive, calm, and collaborative by nature
• A superb attitude and work ethic
• Ability to handle feedback and constructive criticism
• Exceptional organizational and time management skills
• Honest, trustworthy, reliable, and well-presented
• Highly organized, efficient, service-oriented, and low ego
• Works well under pressure, not easily rattled
• Ability to wear many hats and transition into additional roles as needed
• Is observant and attentive to the family’s preferences, and intuitive at replicating the qualities they enjoy
• Has a can-do attitude, no task being too great or too small, and genuinely enjoys providing personal service
• Ability to accommodate a non-traditional work schedule and remain flexible to meet the family’s needs
• Ability to anticipate the next steps by thinking creatively, solving problems, and taking a broad perspective to make the family’s lives easier
• Takes ownership of work, thinks strategically, and is resourceful
• A true team player with a focus on collaboration and shared success