PERSONAL SUPPORT

Property Management

Overseeing property management, ensure the property is always guest-ready by checking equipment, conducting walk-throughs, and keeping the household fully stocked. Implement and improve household systems and SOPs, oversee home projects and renovations, and communicate necessary repairs or purchases to principals. Monitor project progress to meet standards, timelines, and budgets, and manage seasonal maintenance. Liaise with contractors and vendors, maintain an up-to-date supplier list, and obtain quotes from service providers. Negotiate and monitor maintenance contracts, handle mail and deliveries, and arrange services. Recruit, manage, and schedule household staff, including handling payroll and grievances.

Asset Maintenance

Asset maintenance and oversight
Register all assets as needed, ensuring insurance and appropriate required legals are taken care of
Ensure maintenance of various assets is scheduled
Inventory of large purchases, including stored location
Assist in selecting and purchasing household items (furniture, dishwasher, blender, etc.)

Administrative Support

Responsibilities include scheduling and managing personal appointments and calendar events, handling emails and correspondence, coordinating meetings with charity organizations, managing meeting logistics and documentation, organizing digital files and records, supporting philanthropic activities, maintaining donation and membership records, managing family schedules and suppliers, serving as the primary point of contact, ensuring confidentiality, and adeptly managing changes and scheduling conflicts.

Travel Arrangements

Coordinate comprehensive travel logistics including airfare (commercial and private), hotel accommodations, transportation (public and private), dining reservations, activities, entertainment, and meeting space arrangements. Liaise with vendors to confirm bookings and resolve issues for seamless travel experiences. Prepare detailed itineraries and necessary documentation, monitor travel options and costs within budget constraints, track travel account memberships, and ensure up-to-date travel documents. Provide on-the-ground support and coordination, including researching destinations and maintaining organized travel documentation.

Event Planning

Assist in coordinating social gatherings by researching and securing venues, arranging catering, audio-visual needs, and decorations. Manage RSVPs and prepare event materials such as programs, signage, and name tags. Confirm schedules for speakers, performers, or entertainment and plan logistics including transportation, parking, and accommodations as required. Ensure seamless execution of events, overseeing all details to ensure a successful and enjoyable experience for attendees.

Light Bookkeeping

Handle financial management tasks including bill payments, credit card reconciliation, and tracking expenses. Manage petty cash and household budgets, maintain detailed expense records, and organize financial documents efficiently. Prepare tax-related documents and ensure timely payments to third-party providers. Facilitate insurance reimbursement processes, collecting and tracking forms until completion.

Other Support

Assist with projects and research as required
Help with the day to day requests of children and other family members as needed
Coordinate extracurricular activities, appointments, and outings
Recommendations and suggestions for hotels, theatre, concerts, art, cultural offerings, and dining
Maintain contacts including special dates like birthdays and anniversaries
Purchase gifts and send flowers
Board pets
Run errands such as grocery shopping, dry clean, post office, and other personal tasks
Forge positive relationships with the family and household staff, becoming a trusted ‘go to’ person when needed