Family and Personal Assistant

03/09/2015 | | |

Job Description: Family Personal Assistant

The well-educated, aesthetically minded, obsessively organized candidate will be responsible for the supplemental enrichment and education of two children and the assisting in the smooth operation of our residence. Candidate will manage the children’s priorities in the areas of education, philanthropy, and personal growth and enrichment. The candidate will also serve as back up for the House Manager in areas of household operation and staff oversight.

Key Responsibilities:
¥ Provide a safe, caring, nurturing and stimulating environment in which the children thrive and develop
¥ Ensure children have well rounded interests, good manners, etiquette, strong character and leadership skills
¥ Plan and coordinate children’s activities for the family calendar, including all school, tutoring, doctors’ visits, social activities, playdates, vacation and after school and weekend extracurricular schedules (using MS Outlook)
¥ Set academic and personal goals and productively discipline when needed
¥ Develop and manage a process to ensure family participation in education and philanthropic initiatives, community service programs, the arts, cooking and athletics
¥ Ensure children are achieving “A” grade level work (when possible) and provide regular updates on grades, assignments and quiz/test scores
¥ Assist with homework and foster an environment focused on commitment to learning and enrichment
¥ Encourage reading for enrichment and assist in book selection
¥ Proactively plan and encourage social and enrichment activities for weekends and after school
¥ Coordinate cost appropriate events/children’s events (menus, decor, extra staffing when necessary, invitations, rentals)

¥ Provide backup coverage for the House Manager in all areas of household organization and calendar management. Responsibilities include:
o Maintain responsibilities and complete special projects for household functions including: library catalog, equipment manuals, and inventory databases.
o Ensure movies are installed in home entertainment systems
o Plan, organize, and occasionally cook for family meals
o Occasionally prepare appetizers and drinks for at-home business meetings
o Assist in ensure timely timesheet signatures each week by house staff
o Assist in scheduling staff appropriately for nights and weekends
¥ Work with the housekeeper to ensure children’s items are organized and inventoried (closets, books, sports equipment, etc.)
¥ Purchase household items, equipment, school supplies and supplies for school projects as necessary
¥ Maintain integrity of household art and items in conjunction with all staff members
¥ Answer phone and door according to service standards. Take accurate messages

¥ Administrative Support at home for Principal as needed
¥ Communicate and proactively manage all children’s activities and appointments with Principal’s Scheduling Assistant in a thorough and timely manner
¥ Act as liaison with corporate support staff as required
¥ Open, sort and prioritize mail in conjunction with House Manager. Obtain mail regarding children’s activities, parties, events and communicate dates and information to Scheduling Assistant
¥ Send or help children send invitation RSVPs, thank you notes, and other important documents to the appropriate parties in a timely manner
¥ Keep receipts and administer timely expense reports monthly
¥ Prepare for family trips and personal travel (assist in destination selection, develop programs to educate kids on cultures and customs, develop and have budget approved, book travel as needed)

¥ Unyielding willingness to be helpful
¥ Ability to problem solve with can-do attitude and little guidance
¥ Excellent judgment
¥ Strong character, ethics and integrity
¥ Commitment to lifelong learning
¥ Razor sharp eye for detail and organization

¥ Service orientation at highest level of attentiveness
¥ Strong social skills and personnel management skills
¥ Computer skills (internet/email/Microsoft word/Microsoft Excel/Microsoft Outlook/Mac or PC)
¥ Supervisory and negotiating skills
¥ Bi-lingual a plus

¥ Experience and interest in working with teenage children
¥ College degree from a high quality educational institution is required (math or science interest is preferred)
¥ Demonstrable academic achievement
¥ Experience and interest in the fine arts, service, philanthropy and/or architecture
¥ Knowledge of emergency procedures is helpful
¥ Schedule must be flexible for evening or weekend work and be willing to stay overnight on occasion