Personal Executive Assistant Needed in Woodside – FILLED

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Aunt Ann’s In-House Staffing’s Client
Location: Woodside CA
Job Type: Full Time
Category: Estate Staff
Position: Personal Executive Assistant Needed in Woodside
Schedule: Monday-Friday 8 a.m. to 5 p.m.
Salary Amount or Range: $120,000 to $140,000 with bonus and benefits
Children:
Pets:
Bay Area Region: Mid Peninsula

Description

A fully staffed formal estate located in Woodside is seeking a highly organized and sophisticated Personal Executive Assistant. This person must have the ability to manage multiple tasks and strategically prioritize them. The PA will assist with heavy travel planning and booking, scheduling, expense sheets and fielding both personal and business related calls, as well as any other tasks as needed. The PA/EA will report directly to the Estate Manager, while providing direct support to the Principal as needed. This person must be detail-oriented, a self-starter, and discrete.

Experience Requirements

• 5 years minimum experience working as an EA/PA for a private household with excellent verifiable references

Educational Requirements

• Fluency in English
• 4-Year degree from accredited college or university preferred

Qualifications

• COVID-vaccinated
• Valid driver with clean record
• Highly organized and sophisticated individual with the ability to manage multiple tasks and strategically prioritize them
• Proactive, energetic, detail-oriented; able to anticipate the Principal’s needs and provide exceptional service in a timely manner
• Ability to grasp concepts quickly, anticipate needs, and report back on deliverables
• Ability to work independently and multitask to oversee a multitude of responsibilities and ever-changing list of priorities
• Problem solver with a “get it done” attitude
• Tech savvy candidate who can leverage technology and is proficient in modern technology including knowledge of MS Office Suite (particularly Microsoft Outlook) and Asana
• Understanding that the highest levels of confidentiality and discretion are required at all times
• General understanding of household mechanical systems, appliances, technology and routine maintenance practices of these systems
• Must be a self-starter and treat the property as if it is their own
• Outstanding references from both current and previous employers
• Flexible scheduling with availability to work overtime

Responsibilities

• Schedule and coordinate Principal’s calendar; schedule calls & meetings, coordinate activities, manage relationships and information flow with all business associates, including board members and staff
• Arrange worldwide travel and accommodations of Principal’s business and personal travel
• Coordinate flight schedule with Aviation Team
• Book accommodations and reserve ground transportation between airport, hotel, board meetings, and outside dinners
• Assist with receiving, screening, and routing incoming telephone calls, mail, publications and correspondence; proactively handle information requests and maintain call log
• Schedule and confirm personal appointments and reservations
• Organize, package, ship and receive deliveries and packages for household and Principal

• Collaborate with Estate Manager to assist managing the Estate and grounds
• Assist with planning routine maintenance for the Estate

• Coordinate onsite activities and provide day-to-day direction to outside contractors, landscapers, gardeners, vendors, and other service and goods providers including scheduling appointments for service
• Contact and oversee vendors. Source and compare multiple bids and supervise work once scheduled
• Schedule seasonal routines and procedures for the household interior and exterior needs: landscaping, window washing, power washing, etc.
• Coordinate events taking place at the Estate in conjunction with other Estate staff (Estate Manager, Personal Chef, and Housekeeper)
• Assist with organization of areas of the Estate, including stocking miscellaneous household items
• Maintain files in an organized manner with appropriate safeguarding of confidential information
• Backup to Estate Manager as needed to cover on days off and vacation time

Skills

• Exceptional project management skills
• Excellent interpersonal skills to establish and maintain support
• Superior process and time management skills

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