Personal Assistant

Position Overview

A busy family based on the Upper East Side, with a secondary residence in Southampton used mainly during the summer, is looking for an organized and committed Personal Assistant. This individual will be responsible for the management of household operations spanning both homes, staff supervision, and performing a variety of personal assistant duties to ensure smooth daily functionality. The role demands hands-on involvement, high energy, proactivity, excellent multitasking, confidentiality, and adaptability in a fast-paced environment.

Key Responsibilities

• Supervise daily operations at both the Upper East Side and Southampton properties.
• Manage household personnel, such as housekeepers, nannies, and external vendors.
• Create and maintain scheduling for staff to guarantee adequate coverage at all times.
• Coordinate with service vendors, contractors, and providers for maintenance and repairs.
• Ensure timely stocking of household necessities including groceries, cleaning products, and toiletries.
• Oversee household budgets, monitor expenses, facilitate payment of bills, staff payroll, and manage other financial tasks.
• Handle incoming correspondence and telephone calls, including mail sorting and addressing inquiries.
• Maintain the household's email account daily.
• Organize and preserve family documentation, files, and photographs.
• Coordinate family members' schedules and collaborate with both parents' administrative assistants, support school-related activities, and assist with travel planning as needed.
• Carry out personal errands such as shopping, gift buying, and returns.
• Assist in planning events, including social gatherings, dinners, and children's birthday celebrations.
• Keep household inventories up to date and manage stock replenishment.

Candidate Qualifications

• Extensive experience as a Personal Assistant, House Manager, or in a similar capacity within private households.
• Excellent multitasking and problem-solving skills, maintaining composure in high-pressure situations.
• Proficient with technological tools such as scheduling software, email platforms, and household management applications.
• Reliable, discreet, and respectful of family confidentiality, with a willingness to sign a nondisclosure agreement.
• Ability to travel between the Upper East Side and Southampton residences with flexibility for schedule changes.
• Keen understanding of managing household staff and vendor relationships.
• Possession of a valid driver’s license and capability to commute between both locations.
• Basic familiarity with smart home devices and technologies.
• Energetic, proactive demeanor with strong communication skills, both verbal and written.
• Demonstrated commitment to a long-term role.

Additional Details

• Working hours are Monday through Friday from either 9:00 AM to 5:00 PM or 10:00 AM to 6:00 PM onsite.
• Availability on call during evenings and weekends may be required.
• Flexibility to travel to the Southampton home during summer months.
• Salary up to $170,000 annually, dependent on experience.
• Benefits include a benefits package/reimbursements and paid time off.
• Accommodation is not included.
• Immediate start preferred.