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Hiring: Personal Executive Assistant

Updated: Mar 31

Hiring: Executive Personal Assistant

Location: La Jolla, California

Salary: D.O.E.

Employment: W2

Hours: 9 am – 5 pm

Type: Full-time

Accommodation: Live-out

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.

ABOUT US

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.


PLEASE SEND CV & REFERENCES TO

info@HandgraafEstates.com


SUMMARY

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.


REQUIREMENTS

  • 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


GENERAL RESPONSIBILITIES

  • 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.


● Conscientious

Finishes duties mindfully, effectively and promptly.


● Dedication

Shows a deep commitment to the role and people.


● Accountable

Takes ownership of tasks and time for due diligence.


● Independent

Thinks, acts and finds solutions independently.


● Resilience

Does not complain or shy away from assigned work. Confronts difficulties with a positive outlook.









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