Personal Assistant/House Manager

Personal Assistant / House Manager

Creative Business Inc is assisting one of our Creative Visionaries in their search for a Personal Assistant/House Manager to work in tandem with the Chief of Staff.

This accomplished entrepreneur maintains multiple residences, necessitating responsibilities encompassing household management, scheduling, clerical tasks, decorating, and providing support with events and entertainment. Establishing a deeply trusted and collaborative relationship with them is paramount for success in this role.

The ideal candidate will be a meticulous planner, possess outstanding communication skills, and demonstrate the ability to anticipate challenges proactively. This individual must respond promptly, courteously, and efficiently to all requests while upholding utmost discretion. A keen eye for design is highly advantageous in this role. The successful candidate will operate largely autonomously, yet collaborate seamlessly with the Chief of Staff to achieve organizational objectives. Primary Duties and Responsibilities fall under four categories:

TravelManage all travel bookings and itinerariesLiaise with external high-end travel vendors to coordinate domestic and international travel arrangements (flights, cars, hotels, reservations, restaurants, and personal activities) Create and share detailed travel itineraries and make last-minute changes when needed. Identify and arrange international travel needs such as visas, health requirements, etc.Provide time-sensitive support during both domestic and international travel, often working in different time zonesOversee packing for travel including preparing medications, toiletries, IT needs, etc

Calendars/AppointmentsContinually update and monitor Outlook calendar with both personal and business events and travel according to boss’s priorities Coordinate with boss’s colleagues, other businesses, administrators, loved ones, etc to schedule events with respect to multiple parties’ schedules Coordinate and confirm personal appointments within boss’s complex schedule, including but not limited to medical appointments and procedures, restaurant reservations, and meetings Submit and process all paperwork related to appointments, acquire prescriptions and answer medical questions with doctors’ offices Accompany to or pick up from medical appointments when necessaryPurchase tickets to various cultural events, theater performances, galas, etc

Personal/Homes DutiesServe as the central point of communication to household staff over multiple locations (including but not limited to building managers, property managers, housekeepers, contractors, porters, landscapers, live-in aids, assistants, accounting, and IT)Coordinate/oversee all cleaning, repairs, and deliveries at multiple locationsApartment plant maintenance; ensuring all plants are thriving in all locations Run home-related errands around Manhattan (Ex: dry cleaning, dropoff/pickup, FedEx drop-offs/pickups, purchase personal items etc.) Keep grocery items stocked and fresh in multiple locations and fulfill specific food requests as needed Provide and maintain fresh flower arrangements in all locations Keep private documents up to date and organized in a filing system (e.g. travel forms, driver's licenses, car related documents for multiple vehicles)Manage online subscriptions and email inboxManage IT needs (phones, iPads, computers)Organize closet systemsAssist in the maintenance and upkeep of a vintage automobile

GeneralBe available to answer questions and respond to emergencies at any time Occasionally plan catered events, parties and dinners of various sizes and purposes (coordinate with caterers, fulfill boss’s specific menu, experience, and site requests, work event day-of running operations and filling any needs that may appear, running errands, helping with set up and break down, and assisting during the event) Operate with a high level of discretion and respect privacy at all times Manage assistant team, including delegating tasks daily and communicating relevant informationRespond to all emails in a timely manner and send daily emails summarizing that day’s accomplishments