Remote Personal Assistant

Company: Excellence Services, LLC
Location: Boston
Posted on: January 16, 2022

Job Description:

REMOTE ONLY.

$62,400 to $102,000 + Benefits. DOE.

Up to 20% performance-based Bonus.

Full-time, Typically Monday-Friday. On-call as needed.

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 providing the Principals with information support at any time; performing research, data collection & analysis; ensuring the smooth running of the home office; performing administrative and household tasks remotely; and working closely with existing staff.

PRIMARY DUTIES:

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.
  
  Household & Home Office:
  
  • 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.
  • Assist in maintaining the 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.
  • Monthly/weekly purchase order submission, get approval, place orders, and track delivery status.
  • Prepare and submit expense reports.
  • 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.
  • Work with travel concierge and accountant as needed.
  • Plan and coordinate the family's activities and events.
  • Assist with personal archival projects.
    
    REQUIREMENTS:
    
    • Bachelor's degree or above.
    • Proven experience working as a personal assistant is required.
    • Excellent learning ability and has a passion for exploration, research, and analysis.
    • Experience working in the Hospitality industry or a family office is preferred.
    • 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.
    • Flexibility to work weekends and evenings.
    • Must be very technically savvy. Experience with G-suite.
    • Resourceful in terms of internet search and online shopping.
    • Strong work ethic, reliable, punctual, and honest. Practical and efficient.
    • 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.
    • Flexible and able to accommodate spontaneous changes to routines and plans.
    • 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 psychological exam and drug screen.
      
      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.
                    
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Keywords: Excellence Services, LLC, Boston , Remote Personal Assistant, Other , Boston, Massachusetts