Remote Personal Assistant

Company: Excellence Services, LLC
Location: Atherton
Posted on: May 17, 2022

Job Description:

Job DescriptionREMOTE ONLY.$62,400 to $102,000 + Benefits. DOE. Up to 20% performance-based Bonus. Full-time, Typically Monday-Friday. On-call as needed. ABOUT US:Excellence Services LLC is a professional private-owned company that provides luxury service for one HNW family exclusively. We help our client enjoy their life and encourage employee success. SUMMARY: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 family's 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:
      • Bachelor's degree or above.
      • 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.
      • Demonstrate excellent email etiquette, concise and accurate communications.
      • Maintain strictest confidences--never disclose Principals' contact information.
      • 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. OUR CORE VALUES:● Principal's FirstHighly Private Clients are the focus, and Principals are the Clients.● Learn from mistakesBrave to face and admit the truth. Learns and grows from mistakes. Makes thoughtful choices and changes to avoid mistakes or at least low-cost mistakes. High-cost or repeated mistakes will lead to disciplinary action.● ConscientiousFinish duties conscientiously, effectively, and promptly.● DedicationBe dedicated. Keep improving.● AccountableDue diligence. Be accountable.● IndependentThink and act independently.● ResilienceDo not complain or shy away from assigned works. Confronts difficulties bravely. When the going gets tough, the tough get going. #zrPowered by JazzHREstkopWklI

Keywords: Excellence Services, LLC, San Francisco , Remote Personal Assistant, Other , Atherton, California