Executive Personal Assistant - Ames Watson : Job Details

Overview

In search of an Executive Personal Assistant (“EPA”). We are looking for someone who can hit the ground running with a proactive attitude and solutions for everything from home organization, calendaring, grocery inventory, managing home staff, external vendors and beyond. This candidate should be able to oversee the coordination of principal's multiple homes, schedule personal appointments for the principal, and assist with travel booking, gifting, event planning, etc.—A true personal assistant and jack of all trades who can make sure the principal is always organized and on top of his personal, business ventures, and travel, etc.

Schedule

• You will be expected to be on site at Principal's primary home address for a minimum of 2-3 days a week and additional days if necessary. Other work days can be remote or EPA can work in Ames Watson's Columbia, Maryland office.
• Schedule is typically set on Sunday for the week ahead.
• Expectation is that EPA is reasonably connected in the evenings and weekends if needs arise, but these are relatively infrequent.
• You will have monthly visibility to your weekends. After hours is a possibility.
• Some domestic travel as needed.

Experience/Qualifications

• At least 2-3 years of applicable personal assisting experience is ideal.
• Candidate must have a proven track record of operating in a trustworthy and discreet manner.
• Candidate must be detail-oriented, organized, resourceful, and able to think five steps ahead to anticipate the principal's needs.
• This person must be hyper-flexible, resilient, and able to adapt and adjust quickly to meet the Principal's needs.
• Individuals with professional or collegiate athletic experience preferred.

Key Duties

• Oversee Principals' personal schedule and liaise with business associates, etc. to make sure everyone is on the same page schedule-wise.
• Coordinate Principals travel in detail including tracking while traveling and making necessary adjustments.
• Scheduling appointments and meetings with meticulous time management.
• Manage home staff to include chef, landscapers, home service team, home and business vendors, etc.
• Represent Principal with vendors and take guidance in negotiating contracts and assessing vendor work.
• Plan events including coordinating office holiday party and outings, gifts, etc. This will also include planning of regular business and charity dinners and events held at Principal's home.
• Book appointments for Principal and family and keep track of when next appointments should be booked.
• Handle personal tasks like handling household meetings, managing household needs, and running errands.
• Reviewing and managing vendor budgets.
• Run errands including stocking groceries, office supplies, office pantry, and house inventory, buying gifts, picking up food, etc.
• Plan events for principal, principal's family, and charitable organizations that the principal supports.
• Maintain administrative duties such as managing important documents.
• Assist with multiple homes – scheduling, maintenance, meetings, and liaise between contractors and principal.
• Oversee family's scheduling. Help principal's family as needed with scheduling and tasks.
• Own and coordinate all meetings applicable to family needs.
• Planning and booking domestic and international travel, including flights, accommodations, and transportation.
• Assist with administrative tasks as needed.
• Assist in all other personal matters as needed and requested by principal.