Job Description:

A private family in the Palm Beach area is seeking a highly organized and experienced Personal Assistant to assist with daily household functions, project coordination, errands, and administrative tasks. The position is part-time, with a schedule of Monday through Friday, 9:00am – 2:00pm, but requires flexibility for extended hours and rare weekends based on the family’s needs. The ideal candidate will be capable of managing a wide range of responsibilities and must demonstrate exceptional organizational skills, proactive problem-solving abilities, and a strong capacity for multitasking.

Primary responsibilities include handling all administrative support functions, such as scheduling appointments, responding to emails, packing and unpacking for travel, and conducting research as needed. The candidate will also manage various errands, including grocery shopping, gifting, sourcing items, replenishing household inventories, and sending, receiving, and tracking packages and returns. Additionally, the role involves managing vendor and contractor relationships by scheduling, greeting, and overseeing their work on-site, ensuring timely completion to the family’s standards.

This opportunity is ideal for a detail-oriented and adaptable professional who can “hit the ground running” and provide immediate support to meet the family’s dynamic and evolving needs. Flexibility in schedule, reliability, and a hands-on approach to personal assisting are key to success in this role.

Job responsibilities include, but are not limited to:

• Perform administrative tasks including scheduling/coordinating appointments, responding to emails, researching, and concierge work
• Pack and unpack family for travel
• Grocery shopping and storing grocery items
• Send, receive, and track packages and returns; drop off and schedule pick-ups
• Run errands such as personal shopping, gifting, and replenishing household supplies
• Manage all vendor and contractor relationships including scheduling, greeting, overseeing, and troubleshooting as needed to ensure work is completed on time and meets the principals’ quality standards
• Oversight of additional aspects of management and organization, including closets, pantries, storage areas, etc.
• General management and organization of residence, with attention to special projects as needed and per request
• Additional projects, ad hoc tasks, and personal assistant responsibilities as they arise

Requirements:

• Fluent in English; exceptional communication skills, both written and verbal, including by phone and email
• Excellent references required from both current and previous employers
• 3-5+ years of related experience in a similar position, ideally with experience in a private home
• Prior experience with vendor and contractor coordination is a strong asset for this position but not required
• Professional with a poised and personable demeanor, demonstrating high emotional intelligence
• Works with the utmost discretion and confidentiality at all times, demonstrating integrity and strong ethics
• Ultra-organized with exceptional attention to detail; highly resourceful, proactive, and quick-thinking
• Hands-on approach with a "no task is too big or too small" mindset, able to see jobs through to completion with personal accountability
• Strong organizational skills and a willingness to take direction well; able to work both independently and collaboratively
• A team player who can work respectfully with the principals and household staff, including the family’s full-time personal assistant, nanny, housekeeper, estate manager, gardener, and service providers
• Willing to take direction from full-time personal assistant
• Assertive and able to push back with contractors on quality, timelines, etc., to ensure the principals’ standards are met
• Friendly, positive, and approachable, yet hard-working and respectful of the employer's time and privacy
• Comfortable and willing to work in a home with two large dogs, with responsibilities including occasional light pet care and vet visits
• Smart, with excellent common sense and strong problem-solving skills; flexible and adaptable to changing needs
• Dependable and punctual, with a strong sense of personal responsibility and commitment to the role
• Discreet, willing to sign an NDA, and able to pass a background check
• Proficient in foundational computer software programs (i.e., Microsoft Office, Google, Adobe Acrobat, etc.)
• Must have a valid driver’s license, clean driving record, and own a reliable vehicle
• Flexibility in scheduling, with the ability to work additional hours and weekends as needed
• Authorized to work within the United States without sponsorship or restrictions