Remote Personal Assistant

Jobcertify; Chicago (IL); Remote; USD 50,000 - 70,000; Full time

Job summary

A family office is seeking a Personal Assistant based in Chicago, IL, to provide comprehensive support. The role involves managing household tasks, vendor relationships, and personal schedules while ensuring confidentiality. Ideal candidates will have a proven background in personal assistance, strong organizational skills, and the ability to adapt to various needs. This position requires enthusiasm for research and a tech-savvy approach, along with the flexibility to work evenings and weekends when needed.

Qualifications

• Proven experience working as a personal assistant is required.
• Flexibility to work weekends and evenings.
• Must be very technically savvy.

Responsibilities

• Provide information support and perform research.
• Maintain relationships with vendors and coordinate household projects.
• Assist the HR team with household staff hiring.

Skills

Excellent learning ability

Strong work ethic

Highly organized

Excellent command of the English language

Tools

G-suite

iPhone or Android

Job description

Primary responsibilities will include providing the Principals with information support at any time; performing research, data collection & analysis; ensuring the smooth running of the home office; performing administrative and household tasks remotely; and working closely with existing staff.

PRIMARY DUTIES

Research & Exploration

• Collect information, perform research and data analysis as needed; provide suggestions to the Principals with the best solution to solve problems.
• Observe and participate in the daily work to continuously optimize the workflow & process, improve team efficiency, and reduce the interventions by Principals.

Household & Home Office

• Schedule and work closely with other staff on various household projects.
• Maintain a household vendor list. Build strong relationships with vendors.
• Coordinate household staff and assist with monthly schedules.
• Identify and oversee various household projects as needed.
• Assist in maintaining the inventory of all household supplies (light bulbs, batteries, cleaning supplies).
• Maintain and update household manuals.
• Maintain an approved product list for home and personal items, including sourcing information.
• Monthly/weekly purchase order submission, get approval, place orders, and track delivery status.
• Prepare and submit expense reports.
• Prepare home for occasional events. Coordinate with vendors for holiday decor (Halloween, Christmas).
• Maintain Principals personal Google calendars (separate from professional calendars).
• Schedule personal appointments. Calendar items forwarded by Principals.
• Update and maintain Google Contacts. Ensure information is synced to phones.
• Maintain a filing system for household needs (e.g., car registrations, maintenance contracts, warranties, contractor bids, etc.).
• Email a daily activities report to Principals.
• Purchase gifts, develop and maintain gift tracker, and review and audit receipts.
• Keep track of birthdays and other important dates.
• Work with travel concierge and accountant as needed.
• Plan and coordinate the familys activities and events.
• Assist with personal archival projects.

HR Responsibilities

• Assist the HR team of the family office for household staff hiring.
• Conduct phone/video interviews and determine the qualification of candidates.

REQUIREMENTS

• Proven experience working as a personal assistant is required.
• Excellent learning ability and has a passion for exploration, research, and analysis.
• Experience working in the Hospitality industry or a family office is preferred.
• Vault-like ability to maintain confidentiality and be ultra discreet.
• Flexibility to work weekends and evenings.
• Must be very technically savvy. Experience with G‑suite.
• Resourceful in terms of internet search and online shopping.
• Strong work ethic, reliable, punctual, and honest. Practical and efficient.
• Comfortable with iPhone or Android, including texting, camera phone, and smartphone apps.
• Highly organized, meticulous, detail‑oriented, and thorough. Able to multitask and prioritize well.
• Positive attitude, team player, capable of working well with a vast array of high‑quality vendors.
• Personable, gracious, and polite, with excellent people skills.
• Excellent command of the English language, both written and spoken.
• Proactively identifies and resolves problems.
• Able to work independently but takes direction well from Principals.
• Flexible and able to accommodate spontaneous changes to routines and plans.
• Long‑term intent.
• Must be legally authorized to work in the United States without sponsorship for employment visa status.
• Able to pass an extensive background check, credit, and reference checks.
• Willing to take a pre‑employment psychological exam and drug screen.