An established HNWI is looking for a PA to undertake various personal and property management-based tasks. This is a new position, with the principal having handled all responsibilities thus far. Duties will include working withthe HOA, 3rd party vendors, household manuals, calendar and appointment management, administrative paperwork, stock taking and maintenance, inventorying, organizing events, and managing travel arrangements. Successful candidates will have a background in this field in some way (EA, HM, or PA), and be able to work independently but also take direction from the principal.
Job Title: Personal Assistant/ House Manager
Reporting to: The Family but one main Principal
Location: Fairfield, CT but can WFH for 2/3 days a week dependent on need. Travel required infrequently to Naples, FL for property set up and assistance (approx. 4 weeks of the year in 2-week bursts)
Hours: Monday -Friday, 9am -5pm but candidates should be flexible to needs
Salary: From $120,000 and up DOE
The Family: Grown children with grandchildren, total of 11/12 in the immediately family
Primary Home: Large home in Fairfield on vast grounds
Other Property: Large home in Naples, FL
Other Assets: Approx. 6 cars
The Staff: Housekeeper in each property (part-time), multiple 3rd party vendors at both properties but predominantly in CT, an EA
Key Duties
Day to Day Household Management
- Ensuring properties are clean and maintained, both inside and outside
- Overseeing and sourcing, contractors as needed, maintaining excellent relationships and negotiating contracts
- Overseeing all projects in the home; deliveries, renovations, maintenance, making the principal aware of needs
- Creating household manuals for all homes; security, software instructions, stock lists, and simple how tos for Wi-Fi, TV controls, housekeeping guides etc. - to be undertaken in the first year of employment
- Security research, improving systems in the home
- Housesitting/ checking on the house when the family is travelling
- Overseeing and managing staff as appropriate, including expenses, holiday requests, sick days, pay etc. and being the go-to person
- Potentially helping with rental properties, speaking to relevant teams and managing paperwork
Administrative Assistance
- Emailing on behalf of the principal as appropriate
- Efficient calendar planning week to week; pre-empting conflicts, noting important days (birthdays etc)
- Working with the familys travel agent, for personal travel, putting itineraries together; at times for the whole family (12 people)
- Registering the cars, ensuring they are maintained
- Ensuring maintenance of various assets is scheduled and diarized
- Potentially assisting with a household rental of other properties
- Maintaining household expense sheet; paying bills through appropriate LLCs and handling medical insurance payments
Other projects
- Personal shopping and errand running, ordering and monitoring supplies and mail
- Assisting with event planning, handling all the logistics but working closely with the principal
- Assisting with projects and research as required
Travel
- Travelling as needed to Naples, FL. Accommodation will be provided.
- Property set up: travelling a week before the family to ensure the house is ready - supplies are ordered, relevant staff know their duties, suitcases are unpacked
Requirements:
- A clean valid Drivers License, with own car to travel to and from work, happy to drive in FL in a rental vehicle
- Legally able to work within the United States
- Living and based in CT
- Happy to travel to properties as needed
- Minimum 5+ years related experience working in a similar role, or with similar duties
- Ideal if some basic understanding of security options
- Must have experience with Microsoft Office
- Ideal if basic experience with QuickBooks
- Ideal if experienced with SONOS and CRESTON
- Excellent references required from both current and previous employers
- Happy to have a background check run (criminal & driver)
- Happy to sign a confidentiality agreement
Successful Candidates should be:
- Discrete confidentiality is very important
- Organized and dedicated to responsibilities, above and beyond attitude with a keen eye for detail
- Polished, poised, and professional, strong time management skills and task prioritization
- Service and team orientated, and happy to take instruction
- Able to see this as a business relationship and not overly informal
- Adaptable and a quick learner
- Emotionally intelligent and calm
- Straightforward, and not chatty
- Robust, confident to ask questions
- Must be flexible happy to work with changing schedules, and a busy family home
- Longevity seeking career focused