Personal Assistant/House Manager Santa Monica

If you are compassionate, caring, love to help, are problem solver and critical thinker this role would be perfect for you. This role is a direct assistant to a CEO, to help him and a couple family members in the general goings of their home and life. This is a role of compassion, mainly working directly for him and assisting in certain areas regarding his youngest son. A genuine desire to help and manage things for the family as if they were your own is a main facet of this role.
THE SUCCESSFUL CANDIDATE WILL HAVE:

• Preferred 2-3 years as personal assistant for busy professional and his family.
• Preferred of 2 years experience as office manager (our office has less than 8 people)
• Basic knowledge of PC- MS Office package (Word, PowerPoint, and Adobe )
• Medium knowledge of Excel (to summarize expense reimbursements using basic formulas, calculating costs )
• Strong knowledge of Outlook; maintain contact database & scheduling meetings for CEO
• Competency in general office equipment (printer, scanner, phones, fax)
• Proficient with smart phone, computer, general tech
• Excellent writing skills and internet research skills
• Excellent verbal and email communication skills, fluent in Spanish helpful but not required.
• Be a good negotiator of costs with vendors/ treat each expense as if it was your own.
• Available and willing to work some evenings and possibly some weekends, as needed. Most time there will be advanced notice, but sometimes there won’t. At minimum answer cell phone calls and have access to work email on cell phone.
• Must pass background and reference check

ASSISTANCE:

• Responsible self-starter with enthusiastic and positive attitude needed for a small but busy office, some of the duties to include:
• Assistant to CEO handling all travel, calendaring meetings using outlook and several personal errands and confidential matters
• Answer phones, greet and offer hospitality to guests business and personal
• Basic filing confidential documents (originals and scans), make bank deposits, run errands
• Liaise with subtenants on occupancy issues, coordinate the rental of vacant offices, and office maintenance with our landlord.
• Maintain office stocked up with kitchen and office supplies, as well as organized and due some general cleaning
• Other duties as needed that sometimes require driving their own car, and/or the use of a personal credit to be submitted for prompt reimbursement
• Must be a self-starter, detail oriented, extremely organized and have excellent memory and communication skills to succeed in this position. By anticipating the boss needs, she / or he will become a key member of the team
• Willing to do small (menial) tasks as well as manage large tasks for the CEO and family
• Main contact for family rental house and tenants/ coordination with service providers (gardener, cleaning crew, handy men, and ensuring supplies are always stocked in the house)
• Organizing, sorting and storing personal items and confidential documents
• Organizing, filing, cleaning home office(s) on a regular schedule
• Facilitate appointments with specialists as needed for the family, mainly youngest son (medical, dental, tutoring, child care, mentoring, selection and interviewing of new caregivers, etc.)
• Submit and track health insurance claims especially for younger son, who requires several doctor appointments, research on medical issues and liaison with doctors.
• Help caregivers for youngest son as needed, coordinate payment and schedule changes, Maintain son's calendar and follow-up on appointments
• Research social opportunities, music teachers, tutors, doctors, special needs resources and events for youngest son
• Help obtain documentation and confirm costs of family expenditures, as requested
• Coordinate Family Travel arrangements
• Facilitate and manage a variety of tasks related to houses, properties or vehicles

HOURS:

Mon – Fri 9am am to 6pm. Will be asked sometimes to stay late or work weekends regularly. Must be available to answer cell phone calls on weekends, especially as boss is traveling and may need assistance.

COMPENSATION:

The range for compensation is $80,000 - $100,000 – however the compensation will be dependent on experience and aptitude to fulfil the needs of the role so it may vary.
This job offers insurance benefits, PTO, & paid holidays.

Job Type: Full-time

Pay: $80,000.00 - $100,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Experience:

• Microsoft Excel: 2 years (Preferred)

Work Location: In person