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Job Title: Live-In or Out Personal Assistant / Home Office Assistant
Posted By: Forrest Barnett
Reference ID: PA-56
Live In/Out: Live-In or Live-Out
Industry: Domestic
Job Type: Full Time
Location: East Setauket, NY US
Salary Offered: $80,000-$100,000 per year
Potential For Bonus: Yes
Benefits: Full benefits package, effective after 90 days
Experience Req: 5-10+

Long Island-based family seeks a Personal Assistant / Home Office Assistant to serve as primary gatekeeper and professional assistant from the Family Office in East Setauket, NY. The candidate’s primary responsibilities will include screening and responding to calls, mail and emails, managing busy family calendars, coordinating private and commercial travel arrangements, and event planning and execution. The candidate would provide support to both the Lady and the Gentleman of the house. This is a full time position with regular workdays Monday – Friday, from approximately 9:00am – 5:00pm, with overriding need for flexibility and longer hours as needed and upon request.

The family consists of Mr., Mrs., and two children ages 6 and 10. They are a growing family who has recently moved to a 23,000 square foot home and need someone to assist with the transition. There are 3 housekeepers, a chef, a property manager, a house manager and a nanny working in-residence so the ideal candidate must be able to work well with a team.

Responsibilities include but are not limited to:
• Maintaining contacts and calendars; scheduling for both personal and business matters
• Serving as a gatekeeper to the principal; answering phones and emails, tracking shipping and returns etc.
• Running personal errands and completing personal shopping and gifting on behalf of the principals
• Planning and executing special events in tandem with the House Manager
• Arranging travel and completing detailed expense reports; confirming meetings and creating itineraries for trips encompassing all aspects of accommodation, meals, venues, entertainment, etc.
• Editing and proofreading sensitive documents on a timely basis; maintaining medical, insurance, membership and philanthropic records; tracking and renewing accurate expiration dates in advance of their expiration
• Maintaining all finance records; creating or maintaining recordkeeping and data management systems
• Any and all additional Personal Assistant / Family Office Assistant responsibilities as they arise and upon request

• Strong command of English language; superior communication skills, both written and verbal
• Excellent references required from both current and previous employers
• Minimum 5 – 10+ years related experience working in a family office setting
• Bachelor’s degree from a 4 year College or University a MAJOR PLUS
• Exceptional organizational skills and dedication to responsibilities; above and beyond attitude; superior client relationship management and incredible customer service skills; proactive and driven attitude with a desire to succeed at all costs
• Adept in the use of smartphone technology; available on-call 24/7 via iPhone, Blackberry or other smartphone; flexibility in scheduling with willingness to work long hours as needed
• Expert in both Mac and PC Systems and programs Microsoft Office Suite REQUIRED; strong command and use of Excel, Quicken and Quickbooks a PLUS
• Utmost discretion in all aspects of the job where integrity, accountability and loyalty are paramount
• Detail oriented with meticulous organization, task management and communication skills
• Self-motivated and proactive and able to work independently as well as collaboratively in both a domestic and executive setting; adept in working very closely on a team of two; constant interaction with principal’s Executive Assistant who is based out of the gentleman’s office
• Valid Drivers License; confident driver with zero points on license; access to own personal car
• Valid Passport a PLUS; must be willing to travel and coordinate private and commercial travel for the principal upon request
• Authorized to work within the United States
Keywords: Personal Assistant, Family Office Assistant
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