Job Description:
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications
• Maintaining comprehensive and accurate records
• Performing minor accounting duties or working with business managers and accountants if and when applicable.
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Answering phone calls and emails in a polite and professional manner
• Welcoming visitors when working in house and identifying the purpose of their visit before directing them to the appropriate project
• Managing the calendar, including making appointments and prioritizing the most sensitive matters
• Book reservations for restaurants, appointments with personal trainers and wellness technicians, and keep a schedule of daily appointments.
• Sort and triage mail; maintain e-mail and other address directories
• Schedule and assist in hiring staff as needed
• Create a log of vendors to contact for proper care of furniture, finishes, or objects in homes
• Take inventory and supervise proper care of household inventory, personal wardrobe and accessories
• Transcribe source material from conferences, prepare documents for Blue Chip Foundation.
• Determine priority of matters of attention; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the teams advised of time-sensitive issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Handle printing, mail overnight packages, copying, filing, and email messages.
• Receive packages and local deliveries. When applicable, return items to stores or arrange pickup with couriers
• Manage ongoing projects at various homesites and work with the property managers there to ensure project completion and success.
• Work with plane management company to ensure plane is clean, stocked with proper refreshments and catering, and equipped with all bedding for travel
• Compose and prepare letters relating to routine correspondence for signature.
• Managing correspondence between owners and team when owners are away
• Help schedule necessary appointments for the dog and Pax as needed
• Create riders for protocol for events and operation of outside entities and people in home.
Requirements
• Ability to travel on occasion
• US citizen or work permit
• Working vehicle and insurance
• Must pass a background check
• Valid drivers license
• Previous job experience as an administrative, personal or executive assistant
• Excellent written and verbal communication skills
• Arranging property repairs with current property managers
• Personal errands
• Ensuring owner requests are carried out.
