Updated: Jun 30, 2022
Hiring: Executive Personal Assistant
Location: La Jolla, California
Hours: 9 am – 5 pm
Benefits: Vacation/holiday pay & medical benefits.
Work schedule: Monday to Friday 9:00AM - 5:00 PM (work from the residence's office) Occasionally, weekends or after-hours assistance is needed when special occasions/events/special projects arise.
Handgraaf Estates is a privately held luxury company based in La Jolla, CA. that provides the highest level of Private Staffing and Estate Management. We tailor our service to the exact needs of every client and strive for nothing less but the highest level of service.
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The ideal candidate is discreet, intelligent, solution oriented, and a team player. This candidate must possess exceptional organizational and administrative skills, great communication ability, prior experience working in a private home, and strong work ethic.
Must handle a hectic schedule and juggle several tasks without getting overwhelmed and stay calm and collected. We are looking for someone who is ten steps ahead – with a proactive attitude, not reactive. Must be a quick learner, sharp, extremely organized, strong ability to prioritize, excellent correspondence skills and follow up.
Bachelor's degree or equivalent
At least 5 years of experience working for high profile individuals and/or families; executive assistant experience is a plus.
Ability to handle multiple tasks while staying organized
Available 24/7 (rarely but it can happen if the family is traveling internationally)
Lots of stamina
Pleasant attitude & positive energy
Exemplary calendar management.
Must live local and able to commute
Coordinate and schedule both of the principals’ and the family calendar appointments, candidate must have exemplary calendar management;
- Medical, dental and personal appts - School schedule and children’s activities - Massages, workouts, chiropractor, outings such as Sea World and zoo, house guests
Manage both of the principals’ and family's traveling calendar (2 adults/2 young children/staff)
Includes managing the husband’s personal business calendar
Adept at travel planning; domestic and international; commercial and private
Plan and coordinate travel and event details, such as hotel accommodations requests and special menu requests for the family
Manage all incoming and outgoing communications: attorneys, accountants, banking rep, husband’s EA at his office
Share tasks with house manager, including: Hiring staff and related paperwork; overseeing staff;
Firing staff and related paperwork; interfacing with vendors
Manage insurance for all properties and cars (La Jolla only)
Manage and schedule seasonal house maintenance and repairs in the summer
Track and schedule vehicle maintenance
Submit invoices and track payments for all vendors (all properties)
Mail, bills and filing
Submitting tax related documents to accountant
Cat duties including scheduling and taking Cat to Groomer and vet
PC/MAC proficient; Microsoft Office and Outlook, Google Suite, Dropbox
OUR CORE VALUES
● Principal’s First
Ability to stay focused on meeting and exceeding the Principals needs
● Learn from mistakes
Able to admit mistakes upfront and seeks the truth. Learns and grows from mistakes. Makes thoughtful choices and provides solutions to avoid future mistakes.
Finishes duties mindfully, effectively and promptly.
Shows a deep commitment to the role and people.
Takes ownership of tasks and time for due diligence.
Thinks, acts and finds solutions independently.
Does not complain or shy away from assigned work. Confronts difficulties with a positive outlook.