#876 Personal Assistant - office of two to assist in busy/active principals' lives.
Salary $100 - 110K
Relocation Not Applicable
Accommodations This is not a live-in job
Location San Francisco Bay Area
Personal Assistant #2for Couple in San Francisco
M-F 9:00 - 5:30
Must be professional, excellent verbal memory, perfectionist & extremely detail oriented, highly efficient, discreet, responsible, reliable, courteous, excellent phone manner, , multi tasker extraordinaire, calm, works well under pressure in a fast paced environment
Very experienced and tech savvy in PC and Apple/MAC products ( laptops, iphones, ipads), Microsoft Word, Excel, iCal, Filemaker Pro database management, digital camera use, all web search and order placement.
Check voice mail and email 1st thing in the a.m. & throughout the day and before you leave
Check for any “saved” phone messages
Distribute and respond to phone messages accordingly
Intricate, multiple calendar management. Daily check of calendars keeping all appointments and coordinating calendars
Coordinate all meetings, luncheons, dinner parties with respective guests. Let houseman know how many guests for meetings so table can be set up with water, etc.
Interface calendar meal requests with chef and dietary restrictions of any guests
RSVP to multitude of invitations
Create monthly calendar distributed to employers and staff
Apprise all staff of employers travel schedule as it relates to packing, travel food, supplements, etc.
Create and manage personal activities for the Missus
Create and manage Board Meeting sessions
Daily maintenance and distribution of “bring up” file for pending matters (meeting notes, Foundation material, invitations etc.)
Answer phone calls on all lines (first pick-up)
Process incoming/outgoing mail, take to post office when necessary
Maintain all correspondence for Mrs. via letters, memos, faxes, emails, texts as necessary
Data base management, ongoing basis. All new entries into database need to be updated in employers devices. This includes phone #’s and emails
Errands as needed
Maintain Health Files, Insurance, Medicare, etc
Review credit card statements and mark all charges related to travel
Maintain and updating all employers Apple devices, iphones, ipads, laptops. Troubleshoot when necessary to make sure they are working properly
Maintain constant contact with travel agent on all pending trips, check flights, flight times for changes, upgrades to 1st or business class and seat assignments
When not using a travel agent, all arrangements made here by assistant and/ or Mrs.
Make all airport/hotel car service reservations
Maintain Mileage Plus and Global Services accounts thru United
Make boarding arrangements for pet when employers travel
Coordinate vet appointments and all paperwork when pet travels to Hawaii, requesting Health Certificate and Terminal Inspection
Keep individual files for all trips, file accordingly
Keep ongoing files of business related expenses to produce expense reports for foundation related trips when requested.
Generate itineraries, agendas etc. for all trips (international trips with copies of passport, vaccinations when applicable, visas and all other required documents
Renew passports when necessary
Maintain all current and past travel files
Interface with director of family foundation and other staff as needed
Manage calendar for coordinating meetings
Maintain, organize and distribute all information
Have all necessary information ready for meetings/conference calls
Submit Trustee Discretionary Grant information to Foundation for Mr. and Mrs.
Maintain Foundation files
Submit travel expenses to Foundation admin assistant for reimbursement
When board meeting takes place in San Francisco coordinate any dinners, entertainment,
or gatherings at the house.
Order books, tapes, household items, clothing items, water, herb tea
Order all office supplies, mail and Fed Ex supplies
Work with housekeeper on ordering household supplies
Order all supplements, updating list to keep current
Supplement organization by Houseman, but overseen and coordinated by Assistant
Order any household items, space heaters, hair dryers, etc
Coordinate, list and ship all items to other residence
Maintain and manage Christmas card lists, birthday lists, and event guest list
Maintain family birthday file, cards/gifts sent to individuals accordingly
Maintain employer, Mrs. personal files
Coordinate and list all gifts being wrapped by laundress~ holidays, birthdays, etc. ship accordingly
Deposit by mail checks, file copy accordingly
Maintain continuing education credits for Mrs.
Update and monitor professional credentials for employers