Personal Assistant - Estates

Market America Inc; Miami (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

A VIP service provider in Miami is seeking a dedicated Personal Assistant to support their Chief Executive Officer. The ideal candidate will manage scheduling, organize meetings and events, and assist in personal errands. Responsibilities include handling correspondence and maintaining records, as well as ensuring smooth operations within a dynamic household environment. Strong MS Office skills and experience with high-profile clients are essential. Flexibility in hours and readiness for travel are also required.

Qualifications

• Five years’ experience in assisting high-profile individuals.
• Valid driver’s license required.
• Ability to work under pressure and changing priorities.

Responsibilities

• Prepares and organizes meetings and events.
• Assists in calendar scheduling and travel arrangements.
• Verifies and confirms appointments.

Skills

Proficient use of MS Office Products

Strong communication skills

Ability to manage multiple tasks

Tech savvy with smartphones and Apple devices

Capability to handle confidential information

Results-oriented and people-oriented

Education

High School Diploma or equivalent

Job description

Position Summary

The Personal Assistant to the Chief Executive Officer provides various personal and professional duties.

Essential Function and Responsibilities

• Prepares and organizes meetings, parties, and other social events with Events department
• Assists in calendar scheduling, traveling arrangements and itinerary
• Assists in other personal errands and tasks for other family members as needed
• Verifies and confirms appointments
• Learns family preferences and anticipates needs
• Schedules appointments and organizes personal activities
• Composes personal correspondence and runs errands
• Keeps track of expenses (managing receipts, logs, credit card reconciliation and reimbursements)
• Handles and submits purchase request forms for principals
• Provides administrative support and assistance at Market America sponsored events and meetings
• Shop for gifts, when needed
• Prepare/pack luggage for principals when traveling
• Notifies appropriate personnel of problems and issues
• Manages files and documentation with the utmost level of organization
• Opens packages, manages tracking, pending and delivered orders; often large volumes
• Assists with office duties in the absence of other staff
• Leads or assists with ad hoc tasks and projects as they arrive daily
• Ensures that policies are understood and observed by staff in the areas of security, confidentiality, interaction with family and guests, expenditures of funds, vehicle use, and job performance
• Complies with company policies and procedures
• Partners with the family to ensure needs are met
• Supports the Company’s Safety Programs
• Acts as an ambassador and champion of the company culture, ethics, and values

Performs any other functions and duties assigned and necessary for the smooth and efficient operation of the Principles Estates.

Education & Experience

• High School Diploma or equivalent
• Five years’ experience in assisting high profile individuals
• Valid driver’s license required
• Experience in managing various levels of employees with different educational backgrounds, work style habits and employment histories

Computer/Communication Skills

• Proficient use of MS Office Products (Outlook, Word, Excel, PowerPoint)
• Tech savvy especially with smartphones and Apple devices
• Advanced ability to perform standard administrative tasks such as email correspondence, scanning, faxing, copier usage, printing, replenishing toner, etc.
• High energy level, comfortable performing multifaceted projects in conjunction with day-to-day tactical activities
• Ability to get along and work with diverse personalities; tactful, mature, flexible
• Proven ability to handle confidential information with integrity and discretion
• Thrives under pressure of deadlines and changing priorities
• Ability to be consistent and remain determined, focused, confident, and in control under pressure
• Prioritizes and models good communication skills; follows up, timely responses, proactive and positive in approach
• Above moderate to high levels in reading comprehension, writing, and speaking in English; active listening; attention to detail; critical thinking; creative problem solving; complex problem solving; and judgment
• Participative management style—advocate of team concept
• Ability to establish credibility and be decisive—but is able to recognize and support the family preferences and priorities to advance the organization
• Results and people oriented, with judgment to balance other business considerations
• Service oriented, but assertive/persuasive
• Long or odd hours and weekend & holiday coverage as needed
  • Daily schedule will vary with a normal work week of 45-50 hours
  • Weekends and evenings will be needed, frequency will vary depending on staff levels and the needs of the Estate

Travel

• Local travel
• Availability to travel often with little notice

Physical Requirements and Work Environment

• Working within a family estate, frequent interruptions and changing priorities, guest & vendors coming and going
• Intense, fast pace working environment
• Home office environment with little exposure to dust and weather conditions prevalent at the time (i.e., cold hot/humid)
• Routinely uses standard office equipment such as computers, phones, cameras, photocopiers, and filing cabinets
• Regularly required to talk, walk, stand, bend, twist, reach with hands and arms, stoop kneel and crouch
• Frequently lift, carry, pull, and push up to 10 pounds; occasionally, up to 30 pounds; intermittently; up to 50 pounds
• Good (corrected) eyesight and hand/eye coordination