Administrative Assistant

Job Type

Full-time

Description

Job Summary

Reporting to the Senior Executive Assistant to the CEO, this is a multifaceted role that will involve scheduling/calendar management, budgeting, vendor management and special projects. The ideal candidate for this position needs to be highly organized, professional, proactive, and efficient at multi-tasking. Additionally, this individual will have exposure to a wide range of tasks, support functions and must be high performing.

Duties & Responsibilities - under the direction of the Senior Executive Assistant

Manage and organize various scheduling tasks including the Family Calendar, as well as the CEO's business calendar as needed/directed by the Senior Executive Assistant.

• Assist with the coordination of personal and business events & travel
• Manage and set medical appointments for the family
• Recover and maintain medical records from doctors globally in a shared filing environment
• Special projects as directed by the Senior Executive Assistant including, but not limited to, medical, travel, shopping, philanthropy, and vendor management and shipping coordination
• Plan family travel, including but not limited to gathering visas, booking tickets, transportation, hotel and meal reservations, activities for the family, and creating a dynamic itinerary for each trip
• Maintain a dynamic database across multiple platforms of all work done related to the Family for future reference
• Liaise with acquaintances, vendors, doctors, and staff to meet the family and household needs
• Maintain a vendor list for each property as needed
• Work collaboratively with the Senior EA & Principal's Partner:
  • Manage reminders for payments to vendors and track expenses for the Sonoma County residence
  • Manage reminders for payments to vendors and track expenses for the Sonoma County residence
  • Manage payments and file insurance claims when needed
  • Manage maintenance schedules and warranties for household items and family assets
  • Run regular errands, including but not limited to shopping, chauffeuring, pick up/drop off items for the house or family
  • Develop a system to manage the family's needs and that could scale across multiple residences over time
• Oversee inbound and outbound packages and returns including international shipments of items.
• Responsible for tracking and transport of art and collectibles (internationally)
• Practice an extreme level of confidentiality and prioritize the needs of the family above all
• Provide weekly updates on all tasks/projects
• Act as a liaison to sister companies and manage communications as required
• Attend to personal errands as needed
• Other duties as needed and directed by the Senior Executive Assistant and/or Management.

Requirements

Skills

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Strong problem-solving skills
• The ability to speak Spanish is a plus but not required

Additional comments regarding the nature, scope or purpose of this position:

• The responsibilities of this position require the ability to balance widely diverse aspects of several departments
• All employees are expected to assist in cross-department duties as needed.

Education and Experience:

• Minimum of 3-5 years of previous experience as a personal assistant
• Registered notary and/or must obtain notary license within 90 days of employment

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift to 25 pounds at times

Compensation and Benefits:

• Compensation will range from $75,000 - $90,000 annually depending on experience.
• Fully paid medical, dental and vision for employee and dependents
• Vacation, Sick and Holiday Pay

Salary Description

$75,000.00 - $90,000.00 DOE