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Form of workA professional, high-profile couple is looking for a long-term, live-out Personal Assistant, in the Key Biscayne area of Miami, Florida. The role starts as soon as they find the right candidate. Only local candidates will be considered.
This person must have at least 7-years’ experience as a personal and/or executive assistant. Experience within that must include Personal Assistant experience in a HNW household. Their resume must reflect longevity of more than five years for any given role. It would be a major bonus for the family to hire someone who has more than 5-years’ experience as a Personal Assistant working for a celebrity.
The goal is to support the principals and their son. 60% of the time will be with the Mrs., 30% of the time with the Mr., and 10% with their son. Their son is married and has two children. The Personal Assistant will work out of their satellite office in Key Biscayne, with occasion to be on-site at their residences (both on Key Biscayne). This role will work alongside their current assistants and administrative staff, to ensure and enable the achievement of goals and initiatives in an efficient and timely manner. You will work within a dynamic residential and office culture that focuses on open-mindedness, truth, reflection, and excellence.
Day-to-day responsibilities include reporting to the Mrs., with coordination and direction from her Connecticut based Senior Executive Assistant, including a combination of the following: personal residence mail, Mrs.' weekly materials printing and binding from digital files, booking reservations: including local cars, restaurants, events, some personal appointments as needed, shipments-sending and receiving, on the ground liaison to condo building team, gift purchases and wrapping, light shopping, florist orders, home office supplies, caterer and Vendor supervision and coordination with teams, liaison with household team members (not managing), condo property point person working closely with Head Office Teams (IT, Properties, Security), network and capture great vendors, venues and other helpful connections to share with teams, greet visitors at nearby offsite office (trustees, team members, etc.), hospitality in the nearby offsite office-food orders, beverages, transportation needs and overall helpfulness, supply ordering, office upkeep, liaison to nearby office property management as needed, special projects and gifts that are local specific (not able to do remote), manage petty cash administration, greeting trustees and VIPs; offering superior level hospitality, securing signature through the appropriate internal channels, and additional responsibilities and/or special projects as requested.
Day-to-day responsibilities include reporting to the Mr., with coordination and direction from his administrative team lead, include a combination of the following: working closely with principal’s CT based team coordinate: document printing and binding from digital files, support gift selection in coordination with broader administrative team, booking reservations: including local cars, restaurants, events, some personal appointments as needed, shipments-sending and receiving, event coordination working closely with CT based team, supporting packets and signatures related to visa and passport applications in close collaboration with appropriate Head Office teams, occasional support to principals’ son on an as needed basis, and additional responsibilities and/or special projects as requested.
Values should include a willingness to strive for truth, integrity, openness, honesty, and someone who does not filter, spin, or manipulate communications. Excellence- high standards and expectations, always striving to improve. Discretion- respects privacy, understands and maintains confidentiality. Teamwork- ability to creatively collaborate. Logic: trusts in and relies on logic over emotions. Courage – willing to take on difficult things, does not tolerate badness. Ego – strives to work with low ego and can self-reflect. Abilities should include the ability to remain calm and composed in stressful, chaotic situations, comfortable working in ambiguity and handles last minute changes well, remains transparent but understand appropriate confidentiality and exercises good judgment, open to feedback, exploring mistakes and weaknesses in the interest of learning and self-improvement, quick learner, intellectually curious, engaged and proactive, nurturing and caring with teams and external parties, enjoys a diverse work environment.
Skills should include solid administrative assistant experience, including the ability to multitask, self-prioritize and has exceptional organizational skills, ability to anticipate and be proactive on work needs ahead, systematic approach to problem solving, exercise ownership and works independently while staying in sync, practical decision maker who asks good questions, common sense, identifies a goal and is able to quickly link tasks to that goal, does not get stuck, results oriented, focuses on the outcome, eye for design, aesthetics and creativity, exceptional communication skills (written, verbal and body), and excellent time management.
They are looking for an administrative professional who understands discretion, multi-tasking, and provides the highest levels of stakeholder support at its core. In addition to the below qualifications, we are looking for a Personal Assistant who values working in a dynamic team environment, with humility and an open mind. Bachelors’ degree is preferred, but not required, and must have at least 7 years of administrative experience supporting senior leadership, or executive level management. The Personal Assistant must be proficient in Mac, MS Outlook & MS suite, Google docs, Adobe, Salesforce, Concur, Dropbox, and cloud-based file systems.
The hours will ideally be Monday through Friday, business hours. However, you must have a 24/7 mentality and be available after hours and weekends, as needed. The family is offering medical, dental, vision, PTO, paid sick/personal days, main federal holidays paid (although must be willing to work if needed), and a generous employer match for 401k retirement.
The Personal Assistant must have their valid drivers' license and must have their own car. You must have a U.S. Birth Certificate, valid U.S. Passport, or valid Permanent Resident Card (Green Card), to apply for this role. The Personal Assistant must be COVID vaccinated with at least one booster. This person must have exceptional references. If interested, apply to VV341.
