Excellence Services, LLC Hiring for Personal Assistant/Household Manager at Atherton, CA Full Time

Personal Assistant/Household Manager

Atherton, CA

Full Time (40 hours/week)

Generally 9:00 am – 6:00 pm

On-call as needed

COMPENSATION:

• $72,800 – $120,000/year, DOE

• Discretionary Bonus (Up to 20%)

• Health Insurance

• Paid Vacation, Sick days

• Paid rest & meal breaks

• Regular reviews & advancement opportunities

ABOUT US:

Excellence Services LLC is a professional private-owned company that provides luxury service for one HNW family exclusively. We help our client enjoy their life and encourage employee success.

SUMMARY:

Primary responsibilities will include ensuring the smooth running of the home office; performing administrative and household tasks; performing driving duties; providing the Principals with information support at any time; performing research, data collection & analysis.

PRIMARY DUTIES:

Household & Home Office:

• Perform weekly walkthroughs using household checklists to identify action items.

• 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.

• Keep an inventory of personal items for principals, and restock as needed. Manage PAR lists.

• Keep an 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.

• Shop for household items as needed.

• Monthly/weekly purchase order submission, get approval, place orders, and track delivery status.

• Prepare and submit expense reports.

• Secure residence at end of the day when needed – all doors locked, security system armed.

• Light household chores.

• Respond to incoming calls and greet guests.

• Oversee onsite vendors as needed.

• 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.

• Occasional wardrobe maintenance, i.e., schedule tailor, cobbler, etc.

• Work with travel concierge and accountant as needed.

• Plan and coordinate the family’s activities and events.

• Assist with personal archival projects.

Driving:

• Safe and secure transportation of Principal(s).

• Maintain vehicle cleanliness: interior and exterior, hand washing on site.

• Maintain vehicle readiness: fuel, tire pressure, service records, etc.

• Prepare and maintain vehicle checklist, pre- / post-use.

• Prepare/maintain Principals’ comfort items in the vehicles: water, tissues, umbrellas, etc.

HR Responsibilities:

• Assist the HR team of the family office for household staff hiring.

• Conduct phone/video interviews and determine the qualification of candidates.

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.

REQUIREMENTS:

• Bachelor’s degree or above.

• Proven experience working as a personal assistant is required.

• Experience working in the Hospitality industry or a family office is preferred.

• Excellent learning ability and has a passion for exploration, research, and analysis.

• 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.

• Strong work ethic, reliable, punctual, and honest. Practical and efficient.

• Flexibility to work weekends and evenings.

• Must be very technically savvy. Experience with G-suite.

• Resourceful in terms of internet search and online shopping.

• 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.

• Able to perform physical, hands-on tasks in order to assist the household and staff office to run well. Must be able to lift 40 pounds.

• Flexible and able to accommodate spontaneous changes to routines and plans.

• Able to travel with Principals to assist.

• 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 physical, psychological exam, and drug screen.

• Service-oriented and attention to detail.

OUR CORE VALUES:

• Principal’s First*

Highly Private Clients are the focus, and Principals are the Clients.

• Learn from mistakes*

Brave to face and admit the truth. Learns and grows from mistakes. Makes thoughtful choices and changes to avoid mistakes or at least low-cost mistakes. High-cost or repeated mistakes will lead to disciplinary action.

• Conscientious*

Finish duties conscientiously, effectively, and promptly.

• Dedication*

Be dedicated. Keep improving.

• Accountable*

Due diligence. Be accountable.

• Independent*

Think and act independently.

• Resilience*

Do not complain or shy away from assigned works. Confronts difficulties bravely. When the going gets tough, the tough get going.

Job Type: Full-time

Pay: $72,800.00 – $120,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental Pay:

• Bonus pay

Work Location: One location