Full-Time Personal Assistant

Job Title: Full-Time Personal AssistantReporting to: The Principal

Location: Houston, TXHours: Monday - Friday, 9am -5pm, but candidates should be flexible and responsive after hoursSalary: Approx. in the range of $120,000 to $130,000, DOEBenefits: Medical Stipend, PTO/sick days, main federal holidaysThe Family: One PrincipalThe House: One property in Houston, around 3,000sq ft; another property in Nantucket, MAThe Staff: One property manager in Nantucket only, NY building supervisor, family office staff, household staff in HoustonThe RoleThe Personal Assistant (PA) is expected to provide administrative and day-to-day general support to the principal and their family as needed.

General responsibilities include calendar and appointment management, personal errands, shopping, and booking travel, etc. The PA will be the primary point of contact for the day-to-day running of the property and its staff. The principal appreciates a great attitude and flexibility and may ask you to assist with responsibilities outside your job description from time to time.Key Responsibilities*Please find your primary responsibilities outlined below:*Please note the below list is not exhaustive.GeneralSome remote work from home, but regular visits to the property as required (for running errands, mail pick up, oversight of the property and staff, and assisting the principal as needed)Preparing appropriate, efficient and timely responses to all the principal’s requests, whether made in person, electronically or otherwiseManaging access to employer by screening, drafting, and issuing correspondence on their behalf (ex. phone, email, mail)Managing and updating contacts as neededCreating and maintaining electronic filing systems, home computer systems, and taking operations “online” where possible. Full computer literacy and competencies are required.Pre-empting the principal’s needs and acting with initiative and autonomy where appropriateEfficient calendar planning week to week; ensuring the principal is aware of all appointments and is fully prepared. Must be able to manage last-minute changes/requests, and to pre-empt potential scheduling conflicts.Coordinating with the family’s diaries and calendars as neededMaintaining efficient electronic filing and organization of correspondence and documentation/ files.Assisting with projects and research as requiredKeeping a record of all receipts/ petty cash expenditureLiaising with third party suppliers/ partners to ensure correct documentation is forwarded to the appropriate teamsOrganizing and assisting with event planningPersonal shopping and errand running for the principalProviding reminders for key dates throughout the year (i.e. birthdays, anniversaries, medical checkups, etc.)Booking theatre/concerts tickets and restaurant reservations as requestedCreating present suggestionsHelping with the day-to-day requests of other family members as neededOrganizing personal and family travel & holidays including transportation, activities and accommodation when requested. Putting together itineraries and managing family calendarsHome OfficeOrdering suppliesMonitor deliveries and arrange returnsSort mail, separating junkBringing outstanding bills to principal’s attention for review and paying approved billsManage petty cash, household budgets, and keeping a record of all expensesProperty ManagementWorking from the home to oversee suppliers, contractors and various appointments as neededSourcing suppliers and maintaining robust relationships and up to date emergency contact listsOversight of all renovation projects and general maintenance of the residence; making the client aware of any necessary repairs or purchasesLiaising with the town planner, construction team and interior designer regarding the construction, providing reports to the principal where appropriateServing as primary point of contact for all emergencies and urgent questionsMaintaining inventories of fine art and valuables as neededTravelTravelling occasionally throughout the year to Nantucket – maximum 5 weeks in the year, for maximum one week at a timeRequirementsStrong command of English language; good communication skills, both written and verbalMust be well versed with computers and Microsoft software, G Suite, alongside online bankingA clean valid Driver’s License, with own car to travel to and from workLegally able to work within the United StatesLives in the surrounding areaMinimum 3 years working in a similar roleExceptional organizational skills and dedication to responsibilities; above and beyond attitude with a keen eye for detailExcellent references required from both current and previous employersHappy to have a background check run (criminal & driver), positions will only be given to candidates with a clean recordHappy to sign a confidentiality agreement and non-disclosure agreement before starting work with the family