Personal Assistant (Private HNW Family) Job at Confidential Jobs, Newport Beach, CA

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  • Confidential Jobs
  • Newport Beach, CA

Job Description

Personal Assistant for HNW Household

We are seeking a high-caliber, proactive, and resourceful Personal Assistant to support a very busy family that wants to free up their schedule to allow more quality time with their kids. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional critical thinking skills, a high level of organization, and proactively handles tasks. This individual will be expected to consistently protect the family’s interests, advocate on their behalf, and handle a wide range of responsibilities with professionalism and discretion. If you excel at problem-solving, anticipating the needs of the household members, and maintaining composure under pressure, then we encourage you to apply.

Key Responsibilities:

Administrative Support

  • Oversee and manage a complex family calendar, scheduling appointments, activities, and events with precision.
  • Plan and coordinate travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
  • Handle all correspondence, including emails and phone calls, with professionalism and efficiency.
  • Organize and maintain household related documents, files, and records.
  • Comfortable troubleshooting technical issues as they arise; TVs, game consoles, computers before scheduling IT.
  • Oversee housekeepers to ensure expectations are met.
  • Research projects.
  • Ability to take on new tasks/projects as they arise based on the families' needs.
  • Event Planning and Coordination
  • Plan and execute family gatherings, holiday events, and special occasions with attention to detail and creativity.
  • Research and coordinate with vendors, venues, and suppliers to ensure seamless event execution.
  • Maintain event budget.
  • Review vendor contracts.
  • Manage invitations, RSVPs, and all event logistics .
  • Onsite at events to manage the details and ensure its success.

Organization and Various Projects

  • Lead household organization projects, including decluttering/maintaining, creating storage systems, and streamlining operations.
  • Run errands, such as shopping and managing pickups/drop-offs, ensuring tasks are completed promptly.
  • Schedule and oversee household repairs/maintenance, keep organized records.
  • Maintain household budget spreadsheets for the family.
  • Manage inventory of house supplies.
  • Oversee expectations are being met by household staff.
  • Keep track of families' travel documents, memberships, IDs, DMV renewals, car maintenance.
  • Assist with childcare, if the need arises.
  • Complete other projects /tasks as needed by any members of the family.
  • Flexible, ready to assist with any unexpected tasks as needed.

Requirements:

  • Proven experience in a fast-paced environment as a personal assistant, executive assistant, or similar role in a household setting.
  • Experience working within a large private residence, ideally a family with young children.
  • Exceptional organizational skills and the ability to juggle multiple priorities seamlessly and efficiently.
  • Logical thinker with strong problem-solving skills and a proactive approach to challenges.
  • Calm and composed under pressure, with a knack for resolving issues effectively.
  • Strong proficiency in technology, Apple devices, including calendar management tools (Google Calendar, Gmail, Outlook), and office software (Word, Excel).
  • High level of discretion and trustworthiness in handling sensitive information.
  • Excellent communication and interpersonal skills.
  • Flexibility to adapt to shifting priorities and demands.
  • Access to reliable transportation.
  • Some minimal travel may be required.

What We Offer:

  • Competitive compensation based on experience.
  • Hybrid schedule with plenty of opportunity for remote work.

If you are a top-tier candidate who thrives in a challenging, fast-paced environment, has exceptional critical thinking skills, and can proactively manage and protect the family’s interests, we’d love to hear from you!

Job Tags

Holiday work, Remote job, Flexible hours, Shift work,

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