Personal Executive Assistant / Home Office Manager

Personal Executive Assistant/House Manager

• Provide support and liaison with the Personal, Corporate Offices, House Staff, and vendors to ensure exceptional, and consistent standards are executed and maintained at the highest level
• Managing the fast paced and ever-changing day-to-day operations of multiple residences and commercial properties with the highest integrity and transparency 
• Oversight over construction and project management, renovations, and overall maintenance of service standards
• Reviewing and securing budget approvals for household, properties bills and administrative duties
• Handle personal errands: Drop/pick up items, packing, Drycleaning automotive services, purchases, etc.
• Responsible for budget preparation, monitoring, and managementland reports in household financial reporting
• Calendar management, overseeing routine daily, weekly, monthly, and annual maintenance appointments
• Inspecting properties and meeting with subcontractors, sourcing items and obtaining quotes
• Serving as all-around gatekeeper to the principal, including drafting emails, answering phone calls, overseeing mail, greeting guests; providing constant communication and follow-up to the principal and essential team members
• Assisting and managing a busy and ever changing calendar, both private and business, crafting comprehensive travel itineraries including airfare, cars and transportation, lodging, dining schedules, etc.
• Assisting EA with calendar planning, scheduling, travel coordination, and meeting logistics at the home office
• Meal preparation and managment
• Support COO with managment of wellness and health initiatives (scheduling massseuse, trainers, nutritionist, etc.)
• Liaising with contractors, specialized vendors, architects and decorators to arrange and supervise repairs and small to large-scale renovations amongst all overseas properties
• Support COO in Sourcing, interviewing, training, scheduling and managing principal's additional staff as needed; empowering the current in-residence staff to excel in their responsibilities
• Overseeing and reporting on household budgets and expenses; assisting in the streamlining of principal finances; invoice approval, bill pay, etc.
• Oversee residence-based smart home, video, audio and alarm systems
• Running errands, personal shopping, wardrobe management, holiday gifting and procuring household & office supplies as needed; ensuring preferences are maintained throughout all residences to ensure continuity
• Managing vehicles (tracking insurance, registration, washing, fueling and ensuring all cars are guest-ready.
• Assisting with calendar planning, scheduling, travel coordination, airfare, accommodations and meeting logistics
• Answering calls and responding to emails from vendors, principals, staff members and co-workers
• Responsible for on-boarding and training of additional household staff (housekeepers, security, landscaper, handyman, etc.)
• Manage administrative duties as household budget, petty cash, payroll and credit card receipts
• Maintaining of home and vehicles to ensure guest/meeting readiness at all times
• Packing and unpacking clothes for travel with heavy organization
• Managing event production for social and philanthropic events as home dinners and receptions
• Oversight and organization of all deliveries, renovation projects and general maintenance of the residence
• Acting as an all around gatekeeper to the principal for contractors, clients, and vendors
• Liaison with household staff (driver, security chef, housekeeper, hairstylist, pet groomer, handyman, etc.)
• Manage staff petty cash and credit card receipts, and weekly expense reports with accountant
• Maintaining the office, filing, managing stock levels
• Supervising small-scale renovations within the home, as well as additional home-related projects
• Personal shopping, stocking office supplies, food, and beverage purchases, grocery shopping, running errands
• Oversight of all deliveries and general maintenance of the residence.
• Acting as an all around gatekeeper to the principal for visitors, contractors, clients and vendors
• Function in a support role relating to all aspects of household management as overseeing all elements of hospitality, food and beverage service within the residence on a daily basis
• Assisting with personal calendar planning, scheduling and travel coordination throughout Mac systems
• Participate in errands and grocery shopping, doctor appointments, transport in and out the city, events, etc.
• Manage staff petty cash and credit card receipts, and weekly expense reports with accountant
• Supervising home office renovations, as well as additional home-related projects
• Maintaining the office; filing, managing stock levels and replenishment as well as equipment for the house staff
• Providing light pet care and appointments for a family pets (dogs/cats).
• Maintaining a busy and ever-changing calendar with constant communication and follow-up, · Sourcing, interviewing, training, scheduling and managing office team and additional staff as needed.
• Arranging travel and completing detailed expense reports, confirming meetings and creating itineraries for trips accommodations, meals, venues, entertainment, etc
• Managing event production for social and philanthropic events as home dinners and receptions in US and internationally
• Assisting with coordinating communication between other offices, the corporate office, etc.
• Managing different projects as needed and carry out all necessary research.
• Be prepared to travel with principal last minute to manage movements and meetings when COO and EA are unable to travel.