Personal Assistant

Our client is looking for a Personal Assistant/House Manager. This is a unique position comprising administrative tasks, overseeing domestic and all house needs under the supervision. One of the main tasks, specifically arranging/managing schedules, some clerical, bookkeeping and running household errands, not limited to assisting staff on the upkeeping of the house as needed.

Schedule will typically be on Monday – Friday with 40 hours generally starting at 8:30AM. Working hours, including on occasions some overtime hours, extreme flexibility is required for this position, which will include occasional evenings and weekends, events, and some additional dog-sitting (or arranging dog-sitting as necessary).

Location: Boca Raton, FL

Pay Range: $80-90K

Type: Full-Time Role

Hours: Typically 40 hours (M-F, 8:30-5:30) *Must be flexible – there could be weekend hours/OT/events

Skills Needed:

• Excellent verbal and written communication.
• Able to speak, read and write English fluently.
• Proficient with Microsoft Office Programs (Outlook, Excel, Word)
• Prior experience supporting all functions as a personal/executive assistant.
• Flexible
• A valid driver’s license and reliable transportation.
• Knowledgeable arranging travel and utilizing online booking tools.
• Ability to travel 30% and/or as needed.
• Some accounting and data entry skills
• QuickBooks experience is helpful.

Responsibilities:

• Maintaining contacts lists that include family members, vendors, businesses, personal contacts etc.
• Scheduling appointments for personal and occasionally professional needs
• Managing schedules and calendars using Microsoft Outlook Calendar.
• Assisting with event planning, organizing, coordination and flawless execution on the day of event (as part of a team).
• Communicating daily with House Manager and/Accountant/Controller regarding check requirements and bills that have been received
• Communicating daily by phone and email with Boat Captain/Limo Driver regarding daily schedule and inventory, repairs, maintenance.
• Updating Microsoft Outlook Task List to organize own duties and sending task list on a weekly basis.
• Ordering catering and booking restaurants (organic, grass-fed beef, hormone and antibiotic free poultry, no salt/sugar/oils added, gluten free bakery items).
• Booking flights, hotels and purchasing event tickets.
• Maintaining credit card records and receipts according to procedures (to be turned in monthly).
• Opening mail, sorting through mail, determining what is ‘junk’ mail, collecting invoices and important (non- personal) mail over a few days or week (use best judgement by looking at due dates) and sending to Illinois office in a timely manner. Letting Controller know of anything that looks urgent in mail.
• Assisting with signing documents using red arrow labels and checking over the document before copying and usually sending the original to Controller in Illinois

Additional Responsibilities:

• Responsible for running errands (e.g., groceries, home supplies, returns and other requested items, post office, FedEx, picking up medications and other miscellaneous errands as assigned).
• Specific domestic duties daily include making nutritional drinks and teas every morning, light cleaning of the kitchen after use and first thing in the morning upon arrival, feeding and caring for dog (teeth cleaning, changing floor pad), taking out garbage/ recyclables and other ad-hoc general domestic duties.
• Ensuring the pantry, refrigerator and drinks are properly stocked in accordance with daily requirements as well as travel and entertaining schedules.
• Sorting and organizing medications and vitamin supplements weekly.
• Providing hospitality and attending to guest and family’s needs when visiting.
• Purchasing gifts, wrapping, and preparing or shipping by a specified date
• Ordering flowers/gifts (physically shopping for such) to be delivered on time and to correct address.
• Scheduling Uber and Lyft
• Taking dog for grooming and veterinary appointments as needed.
• Assisting with packing for travel and preparing all pet items and documents for travel
• Assistance with house management responsibilities (e.g., scheduling contractors and vendors, obtaining estimates for work and negotiating the best price with vendors, etc.).
• Using and updating the household maintenance list as needed.
• Miscellaneous seasonal duties (such as organizing holiday decorations).
• Daily and weekly scheduling and management of Limo Driver/Boat Captain and operative including planning routes, communicating, and checking inventory.
• Assist House manager with monthly household tasks and vendors supervising as needed.
• Assist with any updating on limo checklist and boat supply list.

If you are interested in and qualified for this position, please forward your resume today!

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