Full-Time Personal Assistant (Hybrid) Job at Somerset White Limited, Woodside, CA

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  • Somerset White Limited
  • Woodside, CA

Job Description

Job Description

Job Title: Full-time Personal Assistant (Hybrid)

Reporting to: The Principals

Location: Woodside area of San Francisco, CA (3 days in home office and 2 days remote; or potential for mornings in office and afternoons remote, depending on client need)

Hours: Monday through Friday; 8am-5pm; must be flexible with work hours and be responsive after hours and on weekends as needed

Salary: $130k - $150k, dependent on experience

Benefits: Medical, dental, vision, retirement; PTO, sick days and federal holidays

The Family: Busy couple

The Staff: Family office, and a home/estate manager

Key Responsibilities*

Please find your primary responsibilities outlined below:

*Please note the below list is not exhaustive.

General Administrative

  • Preparing appropriate, efficient and timely responses to all the principal’s requests, whether made in person, electronically or otherwise
  • Efficient calendar planning week to week; ensuring principals are aware of all appointments and are fully prepared
  • Manage all appointments, scheduling, etc.
  • Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts
  • Managing and coordinating the principal’s diaries and calendars as needed
  • Working from the family’s home with their home support team to oversee suppliers, contractors and various appointments as needed (when onsite)
  • Sourcing suppliers necessary (e.g., pest control, dry cleaners, maintenance workers)
  • Maintaining an up-to-date supplier list
  • Assist in overseeing all deliveries, general maintenance and renovation projects of the residences
  • Interface with charitable organizations (re: donations, letters of Acknowledgement, etc.)
  • Coordinate signatures when needed
  • Interface with the home/estate manager

Family Support

  • Undertaking personal errands, shopping, picking up packages, etc. (as needed and when onsite)
  • Organizing and assisting with event planning – dinner parties, etc.
  • Maintaining the cars, keeping on top of services and liaising with the local mechanics

Accounts & Bill Pay

  • Keeping a record of all household expenses – preparing expense reports
  • Assisting with household bill pay
  • Liaise with bill payment team all 3rd party provider accounts, ensuring punctual payments
  • Electronically filing/ organizing all financial documents efficiently, providing the appropriate team member with the relevant documents required throughout the year.
  • Check Credit card statements and forward to bill payment team

Travel Planning

  • Help coordinate all aspects of family travel:flights, accommodations, itineraries, reservations, and ground transportation with the principals (commercial and private)
  • Maintain and update family calendars with social engagements, appointments, and travel plans

Requirements

  • Strong command of English language; good communication skills, both written and verbal
  • Excellent grammar comprehension
  • A clean valid drivers’ license, with own car to travel to and from work
  • Legally able to work within the United States
  • Minimum 5 years working in a private home
  • Excellent references required from both current and previous employers
  • Happy to have a background check run (criminal & driver)
  • Happy to sign a confidentiality agreement and non-disclosure agreement

Job Tags

Full time, For contractors, Work at office, Local area, Remote work, Work from home, Home office, Monday to Friday, Flexible hours, Weekend work, Day shift,

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