Personal/Operational Assistant
5 days ago
Bayville
Job DescriptionSchedule: M-F 9-5pm (must be flexible & willing to work outside of standard work-week as needed) Start Date: September/October Travel Required: Occasional Travel, clean license and a car required. Job Overview: A COO of a practice seeking a full-time, personal assistant to help streamline her day-to-day life. This role requires a mature, highly organized individual who has excellent attention to detail, a calm demeanor, and a no task is beneath me attitude. The right candidate will be comfortable supporting both professional and personal tasks, enjoy wearing many hats, and thrive in a dynamic, home-based environment. Position Responsibilities will include, but are not limited to: • Ensure the smooth functioning of the household, keeping the executive organized in day-to-day life, proactively anticipating needs, • Plan and book travel for COO, family members, and practice staff, including flights, accommodations, ground transportation, and itineraries, • Booking tickets for events, making restaurant reservations, and coordinating car service, • Care for three dogs during the business day while the COO is focused on work (smaller dogs, easy to care for), • Support the COO and practice staff with special projects, including holiday cards, gift purchases, etc., • Serve as a liaison between the COO, vendors, and service providers for home as needed., • Ordering household items: managing incoming packages and returns (Amazon, etc.), • Maintain inventory of household supplies, groceries, and personal items, ensuring everything is well-stocked (not overstocked) and replenished as needed, • Run errands as needed for COO/Marketing team (post office, Staples, etc.), • Maintain organized records of warranties, contracts, and important documents.Requirements:, • Highly motivated self-starter with exceptional organizational and communication skills, • Ability to take charge of various administrative and logistical tasks to support the COO's busy lifestyle, • Exceptionally detail-oriented someone who is concerned with triple-checking items and getting through a list of assignments, • Strong administrative and time-management skills, • Mature, professional, and discreet, • Tech-savvy and efficient with email, calendar apps, and online ordering, • Easy-going, solutions-oriented, and flexible, • Comfortable being able to work in a home or informal office setting, • US work authorization, seeking a long-term role, • At least 2-3 years of proven, verifiable experience in a similar role, with excellent long-term references, • High level of discretion and integrity, with the ability to maintain confidentiality., • Valid driver's license and a clean driving record., • Ability to work a flexible schedule, including occasional evenings or weekends; including overnights when COO travels., • Ability to assist in general office tasks as neededQualifications:, • Team player happy to partner with existing household staff and practice staff as needed, • Exceptional organization skills: ability to juggle multiple, sometimes competing, priorities seamlessly, • Outstanding written and oral communication skills with strong attention to detail, • Unwavering professionalism, absolute discretion, and exceptional judgment, • Experience as a Household Coordinator, House Manager, or in a similar role within a private residence is preferred, • Strong communication and interpersonal skills, with the ability to manage various relationships diplomatically., • A proactive and resourceful problem-solver who can handle challenges with minimal supervision.