A private family office with growing business, philanthropic, and personal initiatives is seeking a temporary Assistant. The Assistant will provide supplementary support to the Executive Assistant, focusing primarily on personal duties, errands, and projects. The ideal individual must be a self-starter who is service-oriented and enjoys working in a team environment that is mission and results driven.
This position requires flexibility in scheduling and hours will vary based on the month. In October and November, schedule is three to four days a week, totaling 20-30 hours. In December, schedule is four to five days a week, totaling 30-40 hours. Locations of work will vary and could include office locations, private residences, and properties under construction. The Assistant will walk up and down stairs daily and may frequently lift or move up to 25 pounds.
Key Responsibilities
Assist with gift purchasing for birthdays, special occasions, and holidays. Research ideas, provide recommendations, track purchases, wrap items, and ensure timely delivery. Update and maintain gift logs.
Assist with personal shopping and running errands.
Draft thank you notes.
Reconcile contact and address database.
Complete light filing, scanning, copying, and data entry.
Arrange logistics for on and off-site meetings, including catering orders and room reservations.
Support administrative duties in the office including straightening common areas, maintaining office supplies, and processing mail and deliveries.
Provide support for ad-hoc projects and objectives across the team.
Characteristics for success
Unquestionable ethics and integrity. Demonstrated ability to protect privacy and maintain discretion in dealing with highly confidential information.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Service approach with a highlighted sense of accountability, empathy, and humility.
Highly resourceful team-player, solution-oriented, and comfortable operating with incomplete information.
Very strong interpersonal skills, professional demeanor, and ability to maintain grace under pressure when adapting to a rapidly changing environment, including reprioritization or reassignment of responsibilities.
Proficient with various technology platforms including Microsoft Office, Macintosh OS, and Adobe Acrobat.
Company is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status of protected veteran, among other things or status as a qualified individual with a disability.
Additional Information
Non-Exempt
Basic Qualifications
Minimum of two years of direct experience in a supportive role.
High school diploma or GED.
Preferred experience working in small to medium sized companies. Experience working in a start-up environment is a plus.
Comfortable working in a family environment with children and pets.
Ability to pass background and driving record checks. Valid driver’s license. Willingness to sign a Confidentiality Agreement.
