Personal Assistant - Estates

Position Summary

The Personal Assistant to the Chief Executive Officer provides various personal and professional duties.

Essential Function and Responsibilities

• Prepares and organizes meetings, parties, and other social events with Events department
• Aids in calendar scheduling, travel arrangements, and itineraries
• Aids in other personal errands and tasks for other family members as needed
• Verifies and confirms appointments
• Learns family preferences and anticipates needs
• Schedules appointments and organizes personal activities
• Composes personal correspondence and runs errands
• Keeps track of expenses (managing receipts, logs, credit card reconciliation, and reimbursements)
• Schedules purchase request forms for principals
• Supports Market America sponsored events and meetings
• Shops for gifts, when needed
• Packs luggage for principals when traveling
• Notifies appropriate personnel of problems and issues
• Manages files and documentation with utmost organization
• Opens packages, manages tracking, pending, and delivered orders; often large volumes
• Auxiliaries with office duties in the absence of other staff
• Leads or assists with ad hoc tasks and projects as they arise daily
• Ensures that policies are understood and observed by staff in areas of security, confidentiality, interaction with family and guests, expenditures of funds, vehicle use, and job performance
• Complies with company policies and procedures
• Partners with the family to ensure needs are met
• Supports the Company’s Safety Programs
• Acts as an ambassador and champion of the company culture, ethics, and values
• Performs any other functions and duties assigned and necessary for the smooth and efficient operation of the Principles Estates.

Education & Experience

• High School Diploma or equivalent
• Five years’ experience in assisting high profile individuals
• Valid driver’s license required

Education & Experience

• Experience in managing various levels of employees with different educational backgrounds, work style habits, and employment histories

Computer/Communication Skills

• Proficient use of MS Office Products (Outlook, Word, Excel, PowerPoint)
• Tech savvy especially with smartphones and Apple devices
• Advanced ability to perform standard administrative tasks such as email correspondence, scanning, faxing, copier usage, printing, replenishing toner, etc.

Physical Requirements and Work Environment

• Working within a family estate, frequent interruptions and changing priorities, guest & vendors coming and going
• An intense, fast-paced working environment
• A home office environment with little exposure to dust and weather conditions prevalent at the time (i.e., cold, hot/humid)
• Routinely uses standard office equipment such as computers, phones, cameras, photocopiers, and filing cabinets
• Regularly required to talk, walk, stand, bend, twist, reach with hands and arms, stoop, kneel, and crouch
• Frequently lift, carry, pull, and push up to 10 pounds; occasionally, up to 30 pounds; intermittently, up to 50 pounds
• Good (corrected) eyesight and hand/eye coordination