Personal Assistant

Private Family; Gold Coast

RESPONSIBILITIES:

Principal Support

  • Assistance with travel arrangements and ensuring all logistics are planned in advance (executive assistant plans majority of travel for family)
  • Schedule meetings with principal(s) as needed to discuss their schedule, children’s schedule, travel plans, upcoming events, special projects,
  • Scheduling appointments for personal and occasionally professional needs of principals
  • Maintain contacts lists that include family members, vendors, contacts, and businesses

Children Support

  • Tutor children assisting with homework, school projects, studying for tests, etc. and keep parents informed of progress and needs
  • Ensure children’s healthy lunches and bags are packed for the following day (e.g., school work is completed, bags packed for sports and/or activities, )
  • Ensuring children are packed and unpacked for trips/travel (occasional assistance with principals)
  • Assistance with dogs (e.g., boarding prior to family travel, walking and letting out, feeding, routine grooming and veterinary appointments, )
  • Scheduling and maintaining calendars for children and registering for activities/sports/camps/etc.

Staff Support

  • Manage domestic staff in an environment where everyone is given clear expectations and loves coming to work daily (housekeeper, private chef, driver, tutors, )
  • Managing domestic staff and supervising the quality of their performance (minimal amount required due to staff being self-sufficient and employed by family for many years)
  • Coordinate staff schedules to ensure adequate coverage at all times based on family’s needs
  • Assist domestic staff with projects when necessary (e.g., creating a collaborative/team environment)

Vendors/House Maintenance

  • Vetting contractors/service providers, scheduling home maintenance and repair work and supervising projects
  • Maintain security systems at residence and check/test on a regular basis
  • Maintain vehicles, fill gas tanks, take for service appointments and keep accurate records of services completed
  • Maintain file systems including those for household operations, warranty manuals, household equipment, invitations, entertainment logs,
  • Receive deliveries, service providers, contractors, send emails to vendors, etc.

Residence Support

  • General operation of main residence (potential for assisting with other domestic residences in the future)
  • Daily walk through of residence to ensure that all systems are functioning properly
  • Managing household schedules and calendars
  • Maintain comprehensive household manuals setting priorities for tasks on daily, weekly, monthly, quarterly and annual basis
  • Provide hospitality and attend to guests and family’s needs when visiting
  • Event planning, organizing, coordination and flawless execution day of event
  • Ensure pantry, refrigerator and wine cellar are properly stocked in accordance with the principals’ and children’s travel and entertaining schedules
  • Inventory checklists for household items, food, children’s essentials, principals’ essentials, etc. and ordering through Amazon, Instacart,
  • House projects (e.g., ensuring all lights are working, changing light bulbs, light bulb inventory, )
  • Organizational projects (e.g., storage units, children’s bedrooms, )
  • Keep mail organized, handle household and family bills and administrative duties (accountant and/or executive assistant handles majority of bills)
  • Manage household petty cash and proper documentation and submission of house credit card purchases/receipts
  • Running errands (e.g., shopping for home supplies, returns and other requested items)

 

 

REQUIREMENTS:

  • Bachelor’s degree
  • 2-5+ years of full-time consistent and recent domestic experience working as a personal/family assistant and/or house manager
  • 3-4+ references from domestic positions
  • Seeking longevity/long term commitment (e.g., at least 2-5+ years)
  • Live a close proximity to family’s residence in Gold Coast of Chicago
  • Ability to complete extensive background checks, motor vehicle checks, drug tests and personality test/psychological evaluation
  • Driver’s license and clean driving record
  • Comfortable with dogs
  • Capable of building good rapport with similar aged children (high school and older)
  • Ability to travel internationally and domestically when necessary
  • Highly organized, detail oriented, proactive, excellent time management, efficient and service focused
  • Attentive to principals’ preferences and style (intuitive to their needs)
  • Observant to the needs of family and home to anticipate their needs (e.g., scheduling landscaper if seasonal displays need to be changed, etc.).
  • Ability to maintain discretion (confidentiality agreement is required)/ability to be discreet with respect for employer’s privacy
  • Professional presentation of self and great personality
  • Ability to develop and maintain solid working relationships with service providers, contractors and vendors
  • Ability to work collaboratively with and oversee projects
  • Resourceful and ability to find the best tickets for sporting events, concerts, etc. (understanding that “no” isn’t an answer)
  • Strong ability to communicate and collaborate efficiently and effectively with principals and domestic employees
  • Strong technology skills and experienced working with Macintosh and PC
  • Positive attitude and ability to handle residences and staff with ease and calm demeanor

JO#116106

Apply Online or download the Acrobat PDF file (160k file size) for faxing.

ABOUT US

THE LARKO GROUP SPECIALIZES IN STAFFING FOR OFFICE ADMINISTRATION AND EXECUTIVE SUPPORT FOR MANY OF CHICAGOLAND’S FINEST AND MOST REPUTABLE EMPLOYERS. TLG STAFFS DIRECT HIRE, TEMPORARY, & TEMP-TO-HIRE POSITIONS. WE ARE KNOWN FOR OUR TIMELY AND ACCURATE PLACEMENT, UNPARALLELED CUSTOMER SERVICE, AND OUTSTANDING CANDIDATES! SO WHETHER YOU’RE LOOKING TO HIRE YOUR NEXT STAR EMPLOYEE OR STEP INTO THE RIGHT JOB, LET THE LARKO GROUP WORK FOR YOU. CHICAGO’S STAFFING INDUSTRY LEADER SINCE 1993!