Job Description

Job Description

Job Description

Job Title: Family Personal Assistant

Location: Mainly Coral Gables estate

LOCAL CANDIDATES ONLY

Who we are looking for: We are seeking a highly organized, self-motivated, hardworking, and proactive Personal Assistant to support the principal and the family’s Chief of Staff. This role is mainly based out of a home office in the Coral Gables estate. Weekly visits to the family’s other properties in South Florida should be expected as well. Ideal candidate is not afraid of long hours, is a critical thinker, problem solver, and has a positive can-do attitude. To succeed in this role, ideal candidate must be adaptable, non-judgmental, approachable, and able to come to conclusions with limited information or details.

Key Responsibilities and Skills:

• Service Oriented and Forward Thinker: prioritizes and anticipates principal’s needs and requests; aims to exceed expectations through high-quality support and service and puts plans and logistics in place accordingly.
  • Take care of principal’s personal home(s); not afraid to roll up sleeves and wear multiple hats on a daily basis to get the job done i.e. assistant, housekeeper, shopper, concierge, event planner, project manager, etc. no job is below you mentality
  • Transform quickly to any additional role and adapt to ongoing changes without being asked to do so.
  • Be a team player and volunteer for tasks or roles where you identify a void; does not wait to be told what to do on a daily basis
• Inventory, Organization and Filing: Maintain an organized filing system for everything
  • Organize physical and digital documents, cabinets, closets, office spaces, storage rooms, etc., 
  • Ensure items and files are aesthetically placed and easily accessible.
  • Take regular inventory of items including groceries in the kitchen, housekeeping products, and drinks and replenish as needed.
  • Go shopping on a weekly basis to Whole Foods, Target, and wherever else needed
  • Be able to create inventory lists, checklists, manuals, spreadsheets, systems or anything needed to be set up for success
  • Update and track documents on a weekly basis to the everchanging environment then follow up with the rest of the team to make sure all are aware and are following any updates
  • Must be familiar with Google Drive and Microsoft Office Suite, especially excel
• Personal Errands: Assist the principal with personal tasks, errands, and projects, demonstrating discretion and professionalism at all times.
• Strong Communication Skills, written and verbal: Serve as a point of contact between the principal and internal/external stakeholders such as employees and vendors. 
  • Practice active listening and observing, connecting the dots where needed
  • Draft and respond to correspondence daily
  • Respond to principal’s requests that come throughout the day/night
  • Communicate effectively and efficiently with fellow coworkers to ensure smooth operations in the household and office at all times
• Managing staff: Manage principal’s domestic staff, housekeepers and maintenance team. 
  • Follow up on tasks and manage household i.e. making sure principal’s vehicles have updated registration and insurance cards, making sure laundry is turned around in a timely fashion, making sure kitchen is fully stocked and expired foods are thrown out.
• Project Assistance: Support various personal and professional projects, including research, coordination, and follow-up tasks.
  • Take ownership of tasks or projects and follow through until the project is wrapped up
  • Have a can-do, positive figure-it-out attitude 
  • Be resourceful and don’t take “no” for an answer 
  • Practice critical thinking skills and be solutions oriented
• Calendar Management: Schedule and/or manage the principal’s appointments, meetings, and travel arrangements. 
  • Ensure optimal time management and prioritize commitments effectively.
• Visitor Coordination: Manage office visitors or clients, ensuring a welcoming atmosphere and efficient check-in/out procedures. 
  • Prepare necessary materials for meetings and presentations including but not limited to pens, pencils, notepads, water, and coffee. 
• Package Delivery Coordination: Manage packages that are couriered on a daily basis and log them/disperse them accordingly.
• Office Management: Assist in maintaining a smooth and efficient office environment, including managing supplies, equipment, and vendor relationships.
• Travel: Pack principal’s suitcases for domestic and international travel; confirm the details of drop off/pick up logistics 
  • Be open to domestic and international travel with the principal on an as-needed basis
• Ethical and Highly Discreet: Handle sensitive, private information and situations with care, confidentiality and professionalism
  • Use sound judgment and common sense in determining what information should be shared with whom 
  • Build trust with coworkers and management team by consistently demonstrating reliability
  • Must have integrity
• Team Player: Willing to perform other job duties as assigned

Other Qualifications:

• Proven experience as an Assistant or in a similar role.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to handle sensitive information with confidentiality.
• Strong time management skills and the ability to prioritize tasks effectively.
• Positive attitude, adaptability, and a proactive approach to problem-solving.
• Aware of surroundings and social perspectives while being non-judgmental

Requirements:

· Fluent English (Spanish is a plus)

· Valid US driver license

· Ability to work in the US

· Own, reliable transportation

· Must pass background check

Benefits:

• Health, dental, and life insurance
• Paid time off and holidays
• 401(k) 

Compensation:

$85,000/year

Schedule:

Monday to Friday

10:30 AM start time, flexible end times 

Weekends required (2 times per month depending on schedule)

This is a company in the private home sector. It is a workplace where you can thrive through autonomy and trust. We believe in hiring talented, hard working individuals and giving them the opportunity to solve problems and excel without the need for constant oversight. Here, your skills are valued, your input is heard, and you have the space to take ownership of your work.

Company Description

This is a company in the private home sector. It is a workplace where you can thrive through autonomy and trust. We believe in hiring talented, hard working individuals and giving them the opportunity to solve problems and excel without the need for constant oversight. Here, your skills are valued, your input is heard, and you have the space to take ownership of your work.

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