An entrepreneurial and philanthropic couple is looking for a long-term, full-time, live-out senior personal assistant, in Scottsdale, Arizona. The role starts mid-February. They are not offering relocation, but are offering a sign-on bonus and will provide temporary housing, for a specific number of weeks, to allow the person time to secure their own housing.
The senior personal assistant must have several years of experience in a HNW formal private residence. This person will work out of an office in the home and will be the point person for the lady of the house, supporting her business, foundation, and being the liaison between her and her 3-person personal assistant team. You must have experience as a personal assistant for a HNW individual, have a sincere service mentality and strong preference will be given to someone who has a background in hospitality.
The senior personal assistant will serve as the point person and liaison between the principal, their personal services and affiliated teams, and is responsible for benchmarking, documenting, and providing exceptional service delivery in the areas of travel, business and brand development, social media management, creative services (i.e., gifting), wardrobe, calendaring, correspondence, vendor management, executive and personal assistant support, and general administration.
The ideal candidate must have proven experience building out a personal office and demonstrating superb leadership skills to ensure consistent, exceptional service delivery. You must also have substantial expertise in driving brand development and management for high-profile individuals. This position will serve as the apparel liaison for the principal's lifestyle company, overseeing calendaring, staff travel, and brand and social media programs. You will also oversee the principal's wardrobe, personal vendors, health and wellness, travel, gifting, calendaring and admin regarding all personal services.
This person will serve as a member of the leadership team. This position will ensure that the principals' and their family's needs are proactively and accurately communicated to the teams that support them. Travel will be needed to support the principal at their other homes and/or when required. This highly collaborative role will work closely with others to anticipate and be responsive to the family and their guest's needs. The senior personal assistant will refine administrative personal service delivery processes throughout the organization, demonstrate strong project management skills, and possess a respectful, incremental approach to implementing change. This role will develop streamlined workstreams to maximize family privacy while delivering exceptional personal, business, and administrative support.
The senior personal assistant must have extensive experience in private service, personal and executive assistance, hospitality, and brand development. Long-term success in this role will depend on the candidate's ability to rapidly familiarize themself with the principals’ preferences and expectations and, in turn, deliver next-level service. This role requires an emotionally intelligent communicator who leads with confidence, strategy, and an authentic passion for exceeding the principals expectations.
Essential duties and responsibilities include, but are not limited to, manage and maintain the complex personal, social, and business calendars of Mrs., which involves extensive scheduling and coordination with the family office team and tracking all pertinent information required; provide personal assistance and concierge services to the principals, their families, and guests in collaboration with the personal services teams; attend regular meetings with the leadership team to review pending projects and staffing issues; collaborate with the property and household services teams to coordinate projects and events and elevate workflow; communicate clearly and consistently with all property staff and all off-site partners. Also, professionally represent and interface with Principals' friends, business contacts, family, doctors, stylists, and other important personal advisors; manage and track expenses and bills, credit card reconciling, staff expenditure approval, and coordinating with accounting partners in the family office, perform light financial analysis as requested, review contracts pertinent to the principal and liaises with other departments; drive development and maintenance of manuals, procedures, and checklists for personal services operations, travel, etc., and conduct annual reviews & updates; oversee general administrative processes for both the personal office and all personal services; direct the personal office of the principal ensuring operations run smoothly, and standards are being exceeded. Build out the personal office of Mrs., and drive brand development for her lifestyle business, act as the apparel liaison between the principals and their companies; oversee the principal's calendars and coordinate staff travel to guarantee efficient scheduling and support; manage, strategize, and grow the principal’s social media presence, and manage all social media admin.
Personal support responsibilities include, but are not limited to, overseeing the principals wardrobe, liaise and direct stylists as required; manage and coordinate with personal vendors; oversee all health & wellness personal services to ensure exceptional service delivery; direct and collaborate with the travel assistant and other personal services staff on creating unique and custom travel experiences and perform travel-related research as needed; create itinerary planning and coordinate meal reservations or meal delivery at various properties and locations, as required; ensure guest itineraries and their specific needs are identified and communicated; collaborate with the Director of Food & Beverage on the planning, set-up, organization, and seamless orchestration of small-to-large-scale events; manage all incoming event invitations, RSVP'ing on behalf of principal(s), and updating the calendar as needed; direct the personal services team with gifting programs, including inventory, researching unique gifts, purchasing, wrapping, and sending gifts; collaborate with the property and household services teams to ensure easy family transitions between residences.
Staff management & development responsibilities include, but are not limited to, serving as the point of contact between the personal services team members and the leadership team; drive, develop, and update training programs for new/existing employees to ensure the highest service standards and consistency; work with staff members to set priorities for their specific position; monitor staff levels and proactively review staffing needs, shortages, or overscheduling with the general manager; maintain records relative to staff performance and create and deliver annual reviews and/or improvement plans; responsible for drafting and/or approving all personal services team schedules to support the principals’ upcoming calendar and ensure appropriate coverage, including on-call weekend coverage; responsible for real-time responses and coverage of staff absences or illness.
Education and experience: a bachelor's degree is welcomed but not mandatory, must have a minimum of seven-plus years of relevant experience or an equivalent combination of education and experience providing personal support within a high- service, action-oriented private environment with high accountability levels; experience coordinating with diverse global service teams, including personal service assistants, property managers, housekeepers, chefs, drivers, and other staff/vendors as may be required; experience in maintaining a private employer's confidentiality, safety, security, and privacy; superb written and oral communication skills; a gift for distilling information into verbal and written format, tech-savvy: complete comfort with all standard Mac computers and internet skills, including email; apps; calendaring programs; social media platforms; Microsoft Office suite (Word & Excel); project management and messaging tools; various online portals for scheduling; quick learner of new apps; must have experience directing complex travel, hospitality, event, and entertaining requirements.
Personal qualities and character to be successful in this role: must be warm, polished, intuitive, calm, and collaborative by nature; have a superb attitude and work ethic; ability to handle criticism and maintain exceptional organizational and time management skills; must be honest, trustworthy, reliable, and well-presented; must be highly organized, efficient, service-oriented, and low ego; works well under pressure, not easily frazzled; ability to wear many hats and transition into additional roles as needed; is observant and attentive to the principal’ preferences and intuitive at replicating the qualities they enjoy, has a can-do attitude, no task being too great or too small, and genuinely enjoys providing personal service; have the ability to accommodate a non-traditional work schedule and remain flexible to meet the family's needs; have the ability to anticipate the next steps by thinking creatively, solving problems, and taking a broad perspective to make the principal's lives easier; and takes ownership of work, thinks strategically, and is resourceful.
Hours will ideally be Monday through Friday, with flexibility to be available after hours, if needed. You must be flexible to do some weekends also. The family is offering medical, dental, vision, PTO, main federal holidays paid (must be flexible to work holidays), a discretionary yearly bonus, and 401k retirement with matching. They are going to run background and credit checks. You must have a valid drivers' license, must have a car, and must have a clean driving record as well as a valid U.S. Passport and the ability to travel domestically and internationally. A COVID vaccination is required for this role, due to the traveling. If interested, apply to VV244.
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