Overview
We are seeking a highly organized, proactive, and communicative Personal Assistant to support the day-to-day management of a busy professional. This in-person role, based primarily in Brooklyn, NY, involves oversight of a local residence, coordination with staff, and a variety of personal and administrative support tasks. The position will evolve over time, with opportunities to take on additional responsibilities as needs expand.
Key Responsibilities
Household Support & Errands
- Serve as the first point of contact for household management, overseeing maintenance, utilities, cleaning, and inventory.
- Maintain a household calendar for appointments and recurring maintenance.
- Run personal errands such as dry cleaning, returns, grocery pickup, and miscellaneous shopping.
- Manage mail, packages, and deliveries from multiple sources, ensuring timely distribution or acceptance.
Property Coordination
- Liaise with property managers to coordinate maintenance, scheduling, and guest arrangements.
- Track expenses, assist with visit planning, and ensure property standards are maintained.
Travel & Logistics
- Research, book, and confirm domestic and international travel arrangements, including flights, hotels, and ground transportation.
- Prepare detailed itineraries and travel checklists, maintaining a travel preferences guide for consistency.
- Coordinate travel logistics for family, friends, or other guests when needed.
Event Planning & Coordination
- Assist with planning and executing events, including vendor selection, catering, entertainment, florals, rentals, and guest logistics.
- Maintain an event preferences guide to ensure seamless repeat planning.
Vehicle Management
- Schedule and oversee routine maintenance, inspections, and registration.
- Ensure vehicles remain clean, fueled, and ready for use.
Administrative Support
- Manage personal calendars, appointment reminders, and key event tracking.
- Schedule service providers and coordinate with home-related vendors.
- Handle light financial tasks such as bill payment tracking and expense organization.
- Conduct research to identify local services, vendors, and specialty retailers to meet ongoing needs.
Qualifications
- Previous experience as a Personal Assistant, House Manager, or in a comparable support role.
- Exceptional attention to detail with strong written and verbal communication skills.
- Proactive problem-solver who can anticipate needs and take initiative.
- Valid driver’s license and ability to manage vehicle logistics.
- Comfortable with technology, apps, spreadsheets, and communication tools.
- Local area familiarity preferred; Spanish language skills a plus.
- Ability to remain local during major holidays while principal is traveling.
Working Style
We’re looking for someone who thrives in a dynamic, loosely structured environment, stays one step ahead, and communicates with clarity and discretion. Reliability, adaptability, and confidentiality are essential.