Remote Personal Assistant

SUMMARY: Primary responsibilities of the Remote Personal Assistant will include providing the Principals with information support at any time; performing research, data collection & analysis; ensuring the smooth running of the home office; performing administrative and household tasks remotely; and working closely with existing staff. PRIMARY DUTIES: Research & Exploration - Collect information, perform research and data analysis as needed; provide suggestions to the Principals with the best solution to solve problems. - Observe and participate in the daily work to continuously optimize the workflow & process, improve team efficiency, and reduce the interventions by Principals. Household & Home Office: - Schedule and work closely with other staff on various household projects. - Maintain a household vendor list. Build strong relationships with vendors. - Coordinate household staff and assist with monthly schedules. - Identify and oversee various household projects as needed. - Assist in maintaining the inventory of all household supplies (light bulbs, batteries, cleaning supplies). - Maintain and update household manuals. - Maintain an approved product list for home and personal items, including sourcing information. - Monthly/weekly purchase order submission, get approval, place orders, and track delivery status. - Prepare and submit expense reports. - Prepare home for occasional events. Coordinate with vendors for holiday decor (Halloween, Christmas). - Maintain Principals personal Google calendars (separate from professional calendars). - Schedule personal appointments. Calendar items forwarded by Principals. - Update and maintain Google Contacts. Ensure information is synced to phones. - Maintain a filing system for household needs (e.g., car registrations, maintenance contracts, warranties, contractor bids, etc.). - Email a daily activities report to Principals. - Purchase gifts, develop and maintain gift tracker, and review and audit receipts. - Keep track of birthdays and other important dates. - Work with travel concierge and accountant as needed. - Plan and coordinate the familys activities and events. - Assist with personal archival projects. HR Responsibilities: - Assist the HR team of the family office for household staff hiring. - Conduct phone/video interviews and determine the qualification of candidates. REQUIREMENTS: - Bachelors degree or above. - Proven experience working as a personal assistant is required. - Excellent learning ability and has a passion for exploration, research, and analysis. - Experience working in the Hospitality industry or a family office is preferred. - Vault-like ability to maintain confidentiality and be ultra discreet. - Demonstrate excellent email etiquette, concise and accurate communications. - Maintain strictest confidences--never disclose Principals contact information. - Flexibility to work weekends and evenings. - Must be very technically savvy. Experience with G-suite. - Resourceful in terms of internet search and online shopping. - Strong work ethic, reliable, punctual, and honest. Practical and efficient. - Comfortable with iPhone or Android, including texting, camera phone, and smartphone apps. - Highly organized, meticulous, detail-oriented, and thorough. Able to multitask and prioritize well. - Positive attitude, team player, capable of working well with a vast array of high-quality vendors. - Personable, gracious, and polite, with excellent people skills. - Excellent command of the English language, both written and spoken. - Proactively identifies and resolves problems. - Able to work independently but takes direction well from Principals. - Flexible and able to accommodate spontaneous changes to routines and plans. - Long-term intent. - Must be legally authorized to work in the United States without sponsorship for employment visa status. - Able to pass an extensive background check, credit, and reference checks. - Willing to take a pre-employment psychological exam and drug screen. OUR CORE VALUES: - Principals First: Always put our principals needs and interests first. - Learn from mistakes: Admit mistakes upfront. Learns and grows from mistakes. - Conscientious: Attention to detail. Finishes duties mindfully, effectively, and promptly. - Dedication: Shows a deep commitment to the role and the company. - Accountable: Takes ownership of tasks and completes thorough due diligence. - Independent: Thinks and acts independently. Able to be self-taught and keep improving. - Resilience: Never complains or shies away from work. Welcome harsh feedback and can thrive under pressure. Job Type: Full-time Pay: $62,400.00 - $102,000.00 per year Benefits: - Health insurance - Paid time off Schedule: - 8 hour shift - Monday to Friday Work Location: Remote Originally posted on Himalayas