Job Description

Job Description

Job Description

PERSONAL ASSISTANT

We are searching for an experienced, proactive and resourceful Personal Assistant with excellent communication, organizational, and problem-solving skills to support our family. In this role, emotional maturity, joy and a positive attitude are equally important as intellectual and business qualifications. The ideal candidate has long-term experience supporting others and is looking to join as a long-standing member of our young family's dynamic team. We are currently a household of husband and wife, expecting a baby this summer and have several pets.

A Successful Candidate will:

• Have a Growth Mindset: You are receptive and see feedback as an opportunity to improve both your personal and professional skills.

• Be Proactive & Resourceful: You identify needs ahead of time and take full responsibility for getting things done. You’re excellent at independently seeking out information and always find ways to see the glass “half full” in order to be solution oriented.

• Take Ownership: Mistakes are bound to happen. You acknowledge when they are made and are able to demonstrate resilience to quickly move past them.

• Be Professional: As a role in the home, you will find a balance of engaging with our family and our team while maintaining a professional relationship.

• Switch Gears Easily: You are able to handle a million things at once and don’t mind interruptions and changing priorities.

• Be Meticulous: You have tremendous attention to detail and are highly organized. You take pride in having everything buttoned up!

• Exercise Confidentiality: You won’t compromise the family’s privacy and confidentiality.

• Communicates Clearly & Confidently : You have stellar written & verbal communication skills. You exercise tact, good judgment, and integrity. You are an advocate for the family as well as for yourself.

• Self Care: You identify your own personal needs and can easily communicate them. You have a healthy relationship with boundaries and authenticity so that balancing work/life comes with ease and maturity.

Core Responsibilities:

• Property management - weekly vendor management and/or sourcing, overseeing home remodels and construction projects, household stock/inventory control, etc

• Creating and daily up-keeping of different home calendars: Scheduling personal appointments (medical, pets, cars, personal, home, household staff, maintenance, etc)

• Work collaboratively, communicate effectively & respectfully with family (Husband & Wife), other household staff (Housekeeper, Nanny, Trainers, Drivers), and personal contacts

• Meticulously arrange personal travel with all preferences in mind for: hotels, car service, flights, long/short stay planning, preparing and ESA travel documents. Be available and online during travel days to support last min changes.

• Assist other support staff (Executive Assistant) as needed, coordinating & preparing documents for internal and external business meetings

• Plan, manage and organize high end events (dinners, birthdays, fundraisers)

• Research and source innovative home equipment, experiences, and charities to support locally

• Run errands, meal coordination, health & wellness coordination, dog walking... No task is too big or too small!

• Management of family contacts, holiday cards and gifting.

• Willing to respond to time-sensitive mobile phone/email requests on evenings and weekends.

Executing on these responsibilities is key to ensuring a positive and balanced daily life for our family. Being solution oriented is essential to independently resolving any road blocks or conflicts that inevitably will arise. You must have a well-established work ethic that allows you to excel in a fast-paced, high performance environment under little to no supervision. Hours can be established in partnership with our family, although having a flexible, accommodating approach to your schedule and being available by phone/email on evenings and weekends as needed is part of the job.

Qualifications:

• Must have 5+ years of experience as a Personal Assistant, Office Manager, or Estate Manager (Project management with construction or event planning experience background a plus)

• Consistent 10+ years total work experience (please explain gaps on resume if necessary)

• Bilingual: English/Spanish strongly preferred, we are a bilingual household

• Loves dogs, cats, and kids

• Experience with Google Suite - Google Mail, Docs, sheets, slides, MAC OS + iPhones

• Experience with international coordination: calendar arrangements, dealing with multiple time zones, travel arrangements, and scheduling

• Ability to learn quickly and troubleshoot issues independently, with somewhat of a “techie” mentality

• Able to work flexible hours as needed, including occasional weekends/evenings for events (typically 1 per month)

• Available by text/phone after hours if needed

• Reliable transportation and live close to downtown Austin

• Able to travel occasionally to set up summer/winter homes prior to our arrival

***To apply, please submit a resume and cover letter including 3 reasons why you would be a good fit for the job, total income from the past year, and include the word “excellence” at the bottom of the letter to ensure you read this post to it's entirety ***

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