Remote Personal Assistant

About the job Remote Personal Assistant 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: • Bachelors 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. Apply Job! Apply to this Job