Personal Assistant

*The specific application instructions are included at the bottom of this JD. Those who do not apply, as requested, will not be considered for this role.

Position

A Seattle-based executive seeks a Personal Assistant to join his team, and assume oversight of his personal affairs. This position may include some Executive Assistant support (executive calendaring, travel, communication), but not anticipated to be more than 20%.

Note: This principal has employed professional staff for decades. As his needs have evolved, so too have the positions. While the hiring team has clarity around the immediate support needed, it is understood and assumed that this position and its responsibilities may evolve over time. You will work closely alongside other household staff members, including a valued House Manager and 2 nannies who care for the principal’s 4 children, and support each other day-to-day.

Key Responsibilities:

· Calendaring. Ensure principal’s needs and appointments are planned and confirmed. Additionally, managing the family calendar, with significant input and coordination with nannies, etc. Note: in this position, you do constantly work with multiple calendars.

· Schedule coordination. Significant coordination with the nannies who care for his children, and other household staff members.

· Email. In this role, you will oversee multiple email accounts, and heavy volume of emails. You will have access to multiple screens.

· Liaison and communicator. You will often be a communicator of information from the business side to personal side and/or principal to staff, and vice versa. Additionally, you will communicate with and coordinate projects with the family’s charitable foundation staff and other trusted advisors.

· Travel. Personal travel research, booking (both commercial and private aviation), logistics, and itinerary prep and oversight.

· Fiduciary responsibilities. The position will include trusted oversight of the following:

o Payroll for personal staff

o Tracking of household finances (QuickBooks)

o Timely payment on personal and household expenses (and obtaining pre-approvals for payments, as needed)

o Wire transfers and transferring funds between accounts

o Preparing documents requested by accounting and tax professionals

o Expense reconciliation

· Administrative responsibilities. The position will include some administrative work (daily updates, message-taking, filing, organizing).

· Additional project management. In addition to the day-to-day responsibilities of this role, there will occasionally be events to coordinate, employee issues to help address, shifting family needs, or property management needs that will require your attention.

· Ad hoc household support, which could include:

o Providing back-up support to the nannies or other staff members, as needed, and without issue.

o Occasional emergency back-up childcare in the event that a scheduled nanny can’t work his/her shift. Typically averages about 1 shift per month.

o Misc. errands

o Addressing household and employee tech issues

o Gift purchase, coordination, and prep, as needed

o Management of tickets to events

o Staying current with paperwork related to vehicles and personal assets

o Personal mail sorting and re-routing, as needed

o Filing and upkeep of documents

The professional we hire:

· Is an EXPERIENCED scheduler/coordinator who has supported an extremely busy individual (or multiple execs at once) and you appreciate the complexities involved.

· Operates with a sense of urgency, but in doing so does not compromise quality of work

· Works well under pressure, and is not rattled by the pace, particulars, or schedule realities of working for a very buy executive (and family)

· Values, cares about, and aspires to excellence, and takes feedback constructively and seeks to be a continuous learner.

· A collaborative team-player, who will be able to provide references who can speak to this

· Has very strong organization skills (you pride yourself on how you think and plan)

· Takes ownership and responsibilities for this work, and is careful and precise

· Is motived to do this work. While we seek an experienced individual for this role, it’s important the person is still enthusiastic about this type of work.

· Is punctual

· Poised and professional

· Is discreet and confidential about your work

Requirements/Must’s:

· Minimum of 3-5years of professional experience, with 2+ years of experience in a similar role (household, hospitality, yacht, etc), in a fast-paced setting

· Experience strongly preferred: overseeing/doing: executive-level itineraries, scheduling, wire transfers, and Quickbooks

· Tech- and computer-savvy (Slack, for example, is used heavily)

· PC literate. (Need: experience with email programs, Word, calendaring, and basic Excel)

· Travel research and travel booking experience (for someone other than yourself/family)

· Must be ok working in a home that has dogs

· Valid driver’s license and clean driving record

· Must be Covid-vaccinated and willing to be re-vaccinated should that be recommended at a later date.

· Bachelor’s degree strongly preferred

Work realities:

· The job can typically be performed within traditional business hours. However, this position will require some schedule flexibility, and is therefore not suited for someone with strict schedule limitations or inability to work some nights and weekends, as needed. Evening and/or weekend responsibilities will almost always be known in advance, and can generally be split between the PA and the house manager

· The end of day (typically 6/6:30) can vary, so must generally have flexibility at the end of your work day

· Availability to answer emails/calls/texts outside of the business day will generally be expected for time-sensitive matters.

· The work is primarily on-site (this is not a virtual/remote position), in either the principal’s home or at his work office

Additional information

· Candidate must pass an extensive background check.

· Professionalreferences will be called

· Candidate will be required to sign a Non Disclosure/ Confidentiality Agreement.

Compensation

· Total comp will include salary, PTO, and healthcare stipend

To apply:

PLEASE READ: In addition to submitting your professional resume, but in lieu of a formulaic cover letter, please answer the following questions to complete your application:

1. Why are you seeking a new position at this time?

2. Please confirm that you meet all the requirements. If you do not meet all the requirements, please note the ones you do not meet.

3. Please share an innate quality about yourself that has served you well in your career to-date (which is something you think you’ll likely carry into this position).

4. Please confirm that you understand that this position is not a position that will always fit within set business hours, and that you are comfortable with the flexibility required, on-site and off-site.

5. Share something fun or unique about yourself; we’d love to know there is a human being applying for this job!

Thank you for your time reviewing this job description and applying for the job. Due to the volume of responses we receive, we will not be able to acknowledge each application. If we feel you could be a good fit for this position, we will contact you. Please do not contact us multiple times.

Job Type: Full-time

Pay: $75,000.00 – $105,000.00 per year

Benefits:

• Paid time off

Schedule:

• Monday to Friday
• Overtime

Experience:

• professional: 3 years (Required)
• related: 2 years (Required)

Work Location: In person