Personal Assistant needed in Santa Monica for the most lovely Entrepreneur Non Profit Co Founder

01/04/2022 | | |

The primary responsibility of the assistant is to provide a wide range of direct support for our client who runs an incredible organization, and help her clear up time so she can focus on her business and family. This person will act as the right hand and will be a trusted partner in maximizing her time. Managing an active calendar; composing and preparing correspondence; preparing gifts; supporting travel plans; itineraries, and agendas; and maintaining confidentiality and discretion throughout. The ideal candidate is kind, compassionate, thoughtful, organized, and proactive.

Schedule
● Schedule family doctor’s appointments (eye doctor, pediatrician, dermatologist, dentists, etc.)
● Assist in scheduling for children’s activities (tennis, after school clubs, weekend gymnastics)
● Coordinate and confirm personal appointments (exercise, occasional hair and makeup)
● Ensure childcare is scheduled (pick up, drop off, class enrollment, after hours babysitting)
● Confirm all meetings, appointments, calls 24 hours in advance
● Shopping
● Manage grocery list and occasionally purchase groceries
● Online shopping – track shipments and handle returns
● Support weekly meal plan and sure groceries are stocked weekly
● Ensure home inventory is maintained; purchase what is needed
● Accept packages and sign for deliveries

House + Car
● Oversee scheduling for house cleaning, car washing, gardening, dog walker
● Manage and schedule maintenance and repairs as needed
● Manage and inventory mail and packages as they arrive
● Organize home as needed

Travel
● Help with creating packing list and ensuring everything is packing
● Support with travel prep; add travel itineraries and details to calendar
● Support reservations for travel (i.e. restaurant reservations)

Special Occasions
● Deliver and prep gifts for birthdays or other celebrations
● Assist with drop offs and pickups (i.e. picking up a gift and dropping it off)
● Help plan and execute family events (birthday parties, class parties, and holiday parties)

Requirements

Knowledge, skills, abilities:
● Must be vaccinated + boosted for Covid
● Extremely detail oriented
● Initiates work without specific instruction
● Grasps concepts and processes with ease; able to effectively prioritize projects and tasks
● Accurately checks processes and tasks
● Discovers and corrects errors
● Exhibits ownership over responsibilities and assigned projects
● Ensures that tasks and projects are completed correctly and on time
● Communicates follow-up information without being asked
● Strong interpersonal skills
● Professional/polished communication style
● Actively listens, expresses ideas/thoughts effectively
● Patient & humble – partners effectively with various people and organizations
● Must be highly organized
● Able to effectively manage multiple projects simultaneously
● Able to successfully prioritize projects and tasks
● Able to perceive urgency and take action accordingly
● Able to maintain work performance under occasional tight deadlines and busy times
● Adaptable – adjusts accordingly based on needs
● Works well in autonomy and ambiguity; proactively creates solutions

Location:
Santa Monica

Hours:
Typically 9am- 5pm M-F; must be available to work occasionally on evenings, weekends and holidays

Technology Capabilities:
Microsoft Office (Word, Excel), iCAL

Previous experience:
Two (2) years working as an Administrative Assistant at the Executive level is preferred. Past experience working with charities is prefered.