PERSONAL ASSISTANT

PERSONAL ASSISTANT

The Personal Assistant coordinates the personal schedule of family members, including coordinating between business and personal appointments.  The Personal Assistant works in close communication with the Estate Manager to ensure that the allocation of staff duties coincides with the family schedule.  The PA makes restaurant reservations, orders concert tickets, deals with Patron Desks, and otherwise coordinates social activities.  The Personal Assistant assists in planning and organizing all personal travel; researching accommodations, transportation, cultural and recreational facilities and making reservations and other arrangements.  The PA is responsible for travel itineraries and following up to coordinate and troubleshoot trips in progress.  The PA fields phone calls, takes messages, and handles incoming and outgoing correspondence. The PA tracks purchase orders and handles deliveries and returns. The PA maintains inventories of household china, silver, linens, etc.  The PA reconciles credit card statements and coordinates bill payment.  The PA will in other ways function as secretary and assistant to the lady of the house and other family members, including making and confirming appointments, organizing files, carrying out personal errands, etc.  The PA will multi-task, assisting in ongoing house and/or family projects in cooperation with other household and office staff.  The PA must be discrete and maintain strict confidentiality.

 

ESSENTIAL JOB FUNCTIONS:

1.  Discretion and confidentiality

2.  Travel arrangements

3.  Appointments, Schedules & Itineraries

–  Dinner, entertainment & other reservations

–  Schedule appointments & calendar maintenance

–  Prepare itineraries

4.  Answer phones, screen calls, and take telephone messages

5.  Manage interactions with hotel managers, patron desks, 
doctors’ offices, vendors, etc. with initiative, creativity and diplomacy.

6.  Maintain Contact Database, computerized schedules and inventories, 
project plans, checklists, manuals, etc.

7.  Coordinate with Estate Manager and other household and office.

8.  Purchase, return, and inventory items as requested

9.  Assist with packing and unpacking, prepare items to pack lists, and 
luggage inventories

10.  Run errands and personal shopping.

11.  Event planning

12.  Miscellaneous projects

 

REQUIREMENTS:

1.  Strong attention to detail with a high level of accuracy.

2.  Highly organized with the ability to handle a substantial workload with 
multiple deadlines and frequent interruptions.  Must be able to set priorities 
and quickly adapt to changes.

3.  Show initiative on the job.

4.  Excellent communication skills and excellent team-working skills.

5.  Excellent secretarial skills, including travel/ itinerary planning, calendar 
management, meeting planning, word processing, writing, typing and editing 
letters, handling phones, filing, working with spreadsheets and databases, etc.

6.  Highly systematic approach to work – maintaining, schedules, checklists, 
project lists, etc.
7.  Poised and confident to speak over the phone and in person with high-level 
professionals.

8.  Able to have a flexible work schedule to accommodate to family’s travel, etc.

9.  College degree preferred.

E-mail resume to  greenwichPA@yahoo.com