Full-Time Personal Assistant - Somerset White Limited : Job Details

The Role

A young couple is looking for a high-level Personal Assistant with house management duties (PA) in NYC, that can hit the ground running. The PA is expected to provide administrative and day-to-day general support to the principals and their family as needed. General responsibilities include extensive calendar and appointment management, booking extensive and detailed travel, personal errands, shopping, managing the household staff, etc. The PA will also assist with projects and research as required.

The PA will be the primary point of contact for the day-to-day running of the properties. They will primarily work from the principal's Brooklyn Heights home, and occasionally from their SoHo apt. The PA must be willing and able to travel internationally as needed, without restriction. Travel amounts vary and can be lengthy.

The principals value a great attitude, proactiveness, flexibility (including after hours, weekends, and holidays), and the utmost confidentiality. Additionally, they appreciate someone that does not get flustered with ever-changing schedules, has quick resolve, and a no job is too small mentality is important.

This position demands a concierge-level approach and a lifestyle-focused mindset, with a strong awareness of the latest trends and emerging highlights in New York City. Given the wife's involvement in the beauty industry and the husband's career in technology, this dynamic couple seeks a Personal Assistant who can cultivate relationships that provide access to the city's most exclusive events, premier restaurants, and top-tier experiences.

Job Title: Personal Assistant with House Management Duties

Reporting to: The Principals

Location: Brooklyn (main), Lower West Side, with international travel as needed (typically Europe)

Hours: Monday – Friday, 9.30/10am – 5.00/30pm in house with flexibility as needed

Salary: $150,000 to $200,000 per year, DOE

Benefits: Benefits to be discussed with each candidate accordingly

The Family: Mom & Dad, young daughter (2 yrs), dogs in Brooklyn

The House: Large townhouse in Brooklyn, apartment in Manhattan, large rental in Europe

The Staff: Housekeeper, Nanny, Home Teacher, various 3rd parties a Family Office, and an EA for the dad.

Note: The family can discuss the potential addition of a junior PA to assist with time consuming work (e.g. errand running, packing for travel, reconfirming appointments etc)

Key Responsibilities*

Please find your primary responsibilities outlined below:

*Please note the below list is not exhaustive.

General Administrative

• Providing reminders for key dates throughout the year (e.g. birthdays, anniversaries, medical checkups, etc.)
• Potentially creating meeting agendas, preparing meeting materials.
• Organizing personal/ household meetings for the family with interior designers, architects etc. going through proposals ensuring everyone has the relevant documentation

Other Support

• Coordinate the principals' daughter's activities, appointments, and outings.
• Manage all aspects of dog care, including walkers, vet, and grooming appointments.
• Provide ad hoc recommendations and bookings for cultural events, restaurants, hotels, and more, leveraging a strong NYC network and staying updated on trends.
• Create and manage complex travel itineraries, handling private and commercial bookings and all related logistics without a travel agent.
• Oversee family and business travel packing, ensuring items are ready in advance.
• Ensure accommodations are prepped with necessary items and details before arrival.

Accounts & Bill Pay

• Maintain household expense records and prepare reports for the Family Office (no bookkeeping required).
• Assist with bill payments, prioritizing automatic payments where possible.
• Efficiently file and organize financial documents, providing necessary documents for tax filing.
• Collect and submit insurance reimbursement forms, tracking paperwork to completion.
• Ensure timely weekly staff payments.

Property Management

• Ensure properties are always clean, organized, stocked, well-maintained, and guest-ready.
• Maintain and update household manuals, sharing updates with relevant staff.
• Monitor project progress to ensure priorities, timelines, standards, and budgets are met.
• Collaborate with principals on problem-solving and ideas, particularly regarding interior design and architecture.
• Oversee seasonal property maintenance and prepare the home for evening ambiance (e.g., music and candles).
• Organize and assist with event planning.

Asset Maintenance & Oversight

• Inventorying and registering all assets as needed, ensuring insurance and appropriate required legals are taken care of
• Ensuring maintenance of various assets is scheduled and diarized

Requirements

• Legally able to work within the United States
• Legally able to travel internationally
• Lives in the surrounding area
• Happy to travel
• Minimum 5 years working in a similar role (or similar field, e.g. EA work with heavy PA experience)
• Must be happy to work with kids and dogs
• Excellent references required from both current and previous employers
• Happy to have a background check run (criminal & driver)
• Happy to sign a confidentiality agreement and non-disclosure agreement before starting work with the family.
• First Aid/ CPR trained

*Important note: We are closed for the holidays as of close of business December 20th, through the new year, returning January 2nd.

Review of applications and resumes will continue then.