Junior Personal Assistant

Position Summary:

We are seeking a highly organized and proactive Junior Personal Assistant to provide comprehensive support to the Family Office. This role will involve assisting two Senior Personal Assistants, with a focus on maintaining the utmost efficiency and sophistication in managing the principals' schedules, travel arrangements, and administrative tasks. The ideal candidate will possess exceptional communication skills, be adept at coordinating across multiple time zones, and exhibit a high level of professionalism and discretion.

 

Responsibilities:

• Provide comprehensive administrative support to the Family Office, including managing calendars, scheduling appointments, and coordinating meetings across multiple time zones.
• Assist with travel arrangements, including booking flights, accommodations, ground transportation, and visa requirements, ensuring smooth and efficient travel experiences.
• Coordinate communication between the principals, senior personal assistants, and external stakeholders, handling inquiries, requests, and correspondence with professionalism and discretion.
• Prepare and organize materials for meetings, presentations, and conferences, ensuring all necessary documents and information are readily accessible.
• Maintain accurate records and databases, including contact lists, expense reports, and travel itineraries, to facilitate efficient workflow and information management.
• Assist with special projects and initiatives as assigned by the principals or senior personal assistants, demonstrating adaptability and flexibility in responding to evolving priorities.
• Collaborate with other members of the Family Office team, including remote colleagues and external vendors, to ensure seamless coordination and support across all aspects of the principals' professional and personal lives.
• Uphold the highest standards of professionalism, integrity, and confidentiality in all interactions and responsibilities, representing the principals and the Family Office with discretion and discretion.

 

Qualifications:

• Previous experience in a personal assistant or executive support role, preferably in a fast-paced and dynamic environment.
• Excellent organizational skills with the ability to prioritize tasks effectively and manage competing demands with poise and efficiency.
• Strong attention to detail and accuracy, particularly in managing complex travel itineraries and scheduling logistics.
• Sophisticated communication skills, both written and verbal, with fluency in English and the ability to liaise confidently with international stakeholders.
• Experience working across different time zones and coordinating meetings and appointments accordingly.
• Proficiency in travel booking platforms and calendar management software, with a demonstrated ability to handle travel arrangements seamlessly.
• Ability to work independently and as part of a collaborative team, demonstrating initiative, resourcefulness, and adaptability.
• Discretion and confidentiality in handling sensitive information and maintaining professional boundaries.
• Flexibility to accommodate occasional after-hours or weekend work as needed to support the principals' schedules and travel requirements.

 

Schedule: General work schedule is Monday through Friday, with the flexibility to work additional hours in the evenings or weekends as requested.

 

Compensation: Compensation is $110/$120K depending on qualifications and experience.

 

To Apply:

Please apply at www.mahlermatch.com for consideration; if already on our job board, click Apply Now. Qualified applicants will be contacted.

Our Story:

Mahler Private Staffing works with America’s leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidates as well as we know our clients, so we can make lasting, long-term placements.

Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration. We would like to emphasize that there are no fees associated with the application process for applicants.