Executive Personal Assistant to HNW family in Dallas
VERIFIED JOB AD: The identity of the company has been verified. This is a third-party job ad, not a placement being made by our firm
JOB POSTING: (CLOSED)
TITLE: Executive Personal Assistant
LOCATION: To be announced
EMPLOYER: Confidential
INDUSTRY: Consumer products
HOURS: Full time + (on call 24/7)
TRAVEL: Occasionally
EDUCATION LEVEL: BA (preferred)
PRIOR EXPERIENCE: 10 years (preferred)
RELOCATION ALLOWANCE: For the right candidate
PAY: Base + (Health insurance and a discretionary year-end bonus based on performance)
TITLE: Executive Personal Assistant
LOCATION: To be announced
EMPLOYER: Confidential
INDUSTRY: Consumer products
HOURS: Full time + (on call 24/7)
TRAVEL: Occasionally
EDUCATION LEVEL: BA (preferred)
PRIOR EXPERIENCE: 10 years (preferred)
RELOCATION ALLOWANCE: For the right candidate
PAY: Base + (Health insurance and a discretionary year-end bonus based on performance)
JOB DESCRIPTION:
Primary responsibilities will include providing the Principals with support at any time, ensuring the smooth running of the home office; performing administrative tasks; and working closely with existing staff.
Other responsibilities will also include:
Specific skills required:
Other details:
Other responsibilities will also include:
- Provides suggestions to the Principals with the best solution to solve a problem
- Communication with other assistants, estate manager and/or other staff
- Builds strong relationships with vendors and other key partners
- Observes and participates in the daily work to continuously optimize the workflow & process and improve efficiency
- Oversees and organizes event planning: small and large scale (charity events, showers, dinner parties at private residences and larger scale at hotels/ballrooms) including valet, catering, decorations, theme, invitations, etc.
- Maintains a filing system for household needs (e.g., car registrations, maintenance contracts, warranties, etc.)
- Runs personal errands: Must keep the car clean
- Keeps track of birthdays and other important dates
- Maintains Website organization (tracking high-value clothing, jewelry, art)
- Handles the packing/unpacking personal household and wardrobe belongings
- Handles shipping, insuring, and tracking personal household, wardrobe, and high-dollar-value items to other homes and maintaining documentation and updates website accordingly
- Maintains closet organization
- Calendar management: including all travel, hotel, and private/commercial aircraft arrangements, as well as travel activities
- Gift purchasing and delivery as needed
- Personal shopping and delivery for special occasions
- Tracking and/or accepting or returning shipments and orders delivered to the home
- Reconciles monthly spending expenses and reports
- Special projects as needed
- Medical coordination as needed
- Pet sitting as needed
- May need to travel at a moment's notice
Specific skills required:
- 10+ years of lifestyle management/personal assistant responsibilities for a high-net-worth family or private family office (strongly preferred)
- Ability to learn quickly, be resilient, and maintain the strictest of confidentiality
- Strong work ethic, reliable and punctual; Practical and efficient
- Highly organized, meticulous, detail-oriented, and thorough; Able to multitask and prioritize
- Demonstrate excellent email etiquette with concise and accurate grammar
- Personable, gracious, a positive can-do attitude, capable of working well with a vast array of people and possess excellent interpersonal skills
- Proactively identifies and resolves problems
- Able to work independently but also takes direction well from the Principals
- Flexible and able to accommodate spontaneous changes to routines and plans
- Independent self-starter who executes tasks on time, every time
- Tech-savvy including Apple, MS Outlook products
- Strong level of sensitivity to working in a personal residence and understanding of boundaries
- Experience in private aviation, knowing which jets to book based on number of passengers, bags, distance, etc.
- Flexibility to work weekends and evenings with a 24/7 mindset
- Must love animals, especially cats
- Must be able to reconcile petty cash and provide details/receipts for approval
- A strong understanding of domestic and international shipping of high-value items, tracking of details
- Good understanding of style and fashion
- Experience in the organization of multiple homes
- Must always maintain patience and have a "service heart"
- Spanish speaking preferred
Other details:
- Able to pass extensive background and reference checks
- Willingness to sign a non-disclosure agreement (NOTE: Your employment will be verifiable by a representative of the company at the end of your tenure)
