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Open nowFirst seen 33 hours ago

Remote Personal Assistant

Jobcertify91 open roles

Where
Chicago, Illinois, United States, Remote
Work mode
Remote
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Your applicationOpen nowRemote Personal AssistantJobcertify · Chicago, Illinois, United States, Remote

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The clock on this job

Early applications get read.

11.5% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 2.0%1 day
  2. 4.3%3 days
  3. 11.5%7 days
  4. 18.1%14 days
  5. 35.6%30 days
  6. 44.6%60 days
This job: first seen 33 hours ago

The posting

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 familys activities and events.
  • Assist with personal archival projects.

HR Responsibilities:

  • Assist the HR team of the family office for household staff hiring.
  • Conduct phone/video interviews and determine the qualification of candidates.

REQUIREMENTS:

  • Bachelors 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.
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