ChatterBoss is managing the recruitment for this role.
ABOUT THE OPPORTUNITY:
This is an exciting opportunity to provide personal executive assistant support for a fun, active family with their day-to-day professional and personal operations. This is an in-person position that requires daily on-site administrative support, project management, staff coordination, and household/personal support. The right fit for this role is a natural leader with proven proactive project management skills.
ABOUT THE FAMILY:
The family lives on a farm in in the Washington DC rural area and consists of husband, wife, children, dogs, and farm animals, plus a household staff (housekeeper, personal assistants, and nanny). The principal is a businessman, investor, and is involved in the retail/food/beverage space. They believe core values are essential to creating a happy and healthy home and look forward to an additional team member as an essential addition to their household team.
ADMINISTRATIVE SUPPORT:
- Calendar management for principal; supporting daily, weekly, monthly meeting requirements; scheduling meetings, meeting coordination.
- Meeting facilitation and management; debrief key stakeholders after meetings to identify and track follow-up actions. Collaborates with leadership to assess meeting outcomes and enhance future effectiveness. Executive team stand-up facilitation through leading weekly all-hands stand-up meeting to align priorities and identify roadblocks.
- Email organization and management; daily review, organization, and communication on behalf of assigned executives. Structure inbox using folders, rules, and filters to enable efficient triage and management of communications.
- Travel coordination and management; arrange complete travel itineraries including flights, ground transportation, hotel accommodations, and supporting activities for principal. Manage aspects of travel points accounts and travel rewards to maximize value.
- SOP and process development; define, create, and update standard operating procedures and guidelines for every area/task/project as support is established; maintains up-to-date documents of current processes
- Report and presentation management; collaborates with team members to ensure all required reports and presentations are completed in proper format and on schedule. Performs quality assurance on reports and presentations to ensure they meet expectations. Collaborate with teams to align on content. Develops supportive materials to enhance principal's public speaking engagements.
- Social/personal recognition management; manages gifts, flowers, and other arrangements for birthdays, anniversaries, and holidays.
- Team event planning; coordinates team-building activities and offsite outings.
- Social media and newsletter support; collaborate to create monthly content calendar; manage process for social media and newsletter end to end.
PROJECT MANAGEMENT:
- Cross-functional liaison with team for project deadlines and deliverables. Proactive clear and timely communication between teams.
- Implementation of project management system; oversee usage and maximize tool efficiencies.
- Project management guru; oversees open projects, maintaining awareness of deadlines, responsible parties, and resource needs. Assigns tasks, enlists team members, and ensures overall coordination across multiple simultaneous initiatives. Drives on-time project delivery.
- Effectively monitors and ensures follow-through on project milestones, meeting action items, and deadlines. Captures and files meeting notes and minutes.
- Manage vendor contacts and payments.
PERSONAL SUPPORT:
- Alternative childcare logistical coordination support; acts as the primary contact for children when the principal and their spouse are unavailable; ensures the well-being and needs of the children are met during these times.
- Family event coordination and management; manages family scheduling (coordinates with spouse calendar) and coordinates personal events such as family travel and gatherings; takes charge of event logistics, including coordinating with friends, sending invitations, and managing guest lists.
- Household support with various household tasks (checking mail, bill payments, and managing purchases, returns, etc)
- Manage household staff schedules and activities (including cleaning crews, personal assistants, housekeepers, organizers, and nannies)
- Personal appointment scheduling (manages doctor's appointments for the family; handles insurance claims)
- Household shopping and supply management (Instacart; Manages household supplies and makes last-minute trips to the supermarket as needed)
- Coordinates domestic pet care responsibilities; manages vet and groomer appointments and transportation as needed
POSITION REQUIREMENTS:
- Bachelor's Degree (PREFERRED)
- Two (2) years experience as a Personal Assistant (REQUIRED)
- Experience with children (REQUIRED)
- Estate management experience (PREFERRED)
- Social media/copywriting (PREFERRED)
- Comfortable with farm life; comfortable around dogs and farm animals (pigs, alpacas, cows, etc.) (REQUIRED)
BENEFITS:
- Full health, dental, 401k, etc.
WORK ENVIRONMENT:
Location (In-Person): Washington DC Greater Area
Hours: Monday to Friday 9:30 AM – 5:30 PM (with some flexibility)
- ability to respond from home in the evening and during the weekends
- ability to support evenings, weekends, and overnights as needed (flexibility to support on busier times/events)
Must be authorized to live and work in the US.
Must have a valid driver’s license and valid passport.
Must be pet-friendly and comfortable around farm animals.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.