Personal assistant needed in Malibu and the world

06/08/2022 | | |

We are looking for a professional personal assistant that has wonderful organizational skills as well as good calendar skills. This busy couple travels constantly, so it is important that your attention to detail is well honed!
Duties include:

Run errands, shopping, stocking and organizing home

Work with existing staff in support of the home and the couple
Help coordinate the vendors for the household keeping up on proactive maintenance
Liaise with the estate manager when projects are on-site and keep the principals up to date of any changes or issues
Pitch in with staff when needed; last minute, special events or possibly when staff is out sick
Walk house and grounds daily to check on facilities, lighting, maintenance needs, etc.
Prepare home for departure and arrival before and after travel
Orchestrate guest care, arrival, events, prepare rooms – fresh sheets/linens/flowers/amenities/special foods stocked, car if necessary

Administrative Duties include

Upkeep of database; new contacts, business associates, friends/family, contacts for personal projects, etc.
Annual birthdays, anniversaries, holidays; keep track of and send out gifts or cards
Creatively source new ideas for gift giving each year; keep track of what was given as to not repeat
Handle travel arrangements: shipping, pack/unpack for trips
Travel research; new places and accommodations, adventures, entertainment and more
Create seamless ease in travel, special note to prepare dog for travel as well
Handle insurance for home, health, auto, etc.
Car maintenance, registration, cleaning and gassing
Correspondence; mail, email – must be articulate and compose well written letters and memos
Procure tickets to special events and hard to obtain dinner reservations
Respond to and follow up with phone calls, invitations, etc. in a timely manner; keeping track and coordinating with the principal’s calendar
Handling calendar, making appointments, follow up and reminders
Research hard to find items on the internet
Keeping track of all household expenses

Skills required:

Love being an assistant and making employer’s life easy
Comfortable taking direction as well as executing simple and complicated tasks with little or no direction
Self motivated and creative; look for new projects to do as well as establishing systems to streamline daily life
Maintaining grace, style, protocol at all times
Ability to change direction; unflappable, sense of humor, easy going – happy person
High level of experience with many different computer programs; ability to learn quickly in areas that are not as familiar
Past experience working in a private home
Successful in maintaining good relationships with team
Keep boundaries, maintaining confidentiality and security of information of employer’s private life as well as the lives of friends/family/colleagues
High level of intelligence, curiosity, creativity and open-minded work style
College degree is desired
Gracious, kind and diplomatic
Clean background check and verifiable references