Seasoned Personal Assistant

Mahler Private Staffing•San Francisco, CA

26d•Hybrid

About The Position

A private family in the San Francisco Bay Area is looking for a Personal Assistant to be their trusted right hand. This role is crucial for ensuring the smooth operation of a busy household with two young children and a family dog, allowing the principals to focus on important family moments. The position requires a 24/7 mindset, anticipating needs, being reachable when necessary, and demonstrating flexibility. The Personal Assistant will be part of a five-person team providing round-the-clock coverage for the principals' personal and business lives.

Requirements

A 24/7 mindset: proactive, responsive, and invested.
Minimum of five years of experience supporting UHNW principals or families as a PA, EA, or senior household coordinator.
Type A personality: meticulous, consistent, and relentless about follow-through.
Confidence in managing vendors and holding them to high standards.
Attentiveness to home cleanliness and hygiene, with the ability to enforce protocols.
Comfort working with young families and dogs.
Proficiency in Outlook and ability to collaborate effectively with a business EA team.
Absolute discretion and confidentiality.
Valid driver's license.
Strong knowledge of the Bay Area.

Responsibilities

Manage the family's personal calendars and commitments, identifying and resolving conflicts proactively.
Lead the housekeeping staff and serve as the primary point of contact for all household staff and vendors.
Own and maintain the daily household tracker, providing comprehensive updates to the principal each weekday by 6 pm and real-time texts for project progress.
Manage the schedule of recurring services, including pet care, chef drop-offs, and dry cleaning, ensuring alignment with family travel plans.
Set standards for all vendors working in the home and ensure all jobs are completed to satisfaction.
Oversee home maintenance, repairs, and vehicle servicing.
Provide pre-arrival support for family travel, setting up accommodations, and manage on-site logistics during travel.
Develop detailed itineraries with contingency plans and maintain current passports, visas, Global Entry, and insurance.
Maintain living profiles for each family member and the dog, including preferences, sizes, key dates, favorite vendors, and vet/care schedules.
Handle household stocking, weekly errands, returns, and shipments.
Assist in organizing and executing family celebrations.
Draft correspondence in the principals' voice.
Coordinate personal and business calendars with the business EA team to ensure no family commitments are missed.