Job description

EXECUTIVE PERSONAL ASSISTANT

Wilmington, DE

1/26/23 FINAL

POSITION SUMMARY

The Executive Personal Assistant (EPA) to the Principal serves as the point person and liaison between the Principal and his associates. This role is the gatekeeper of the Principal's calendar and supports him in all areas of business, lifestyle, philanthropy, special projects, meetings, and events. The Principal is the founder of a national accounting and finance services firm based in Wilmington, DE, and has a significant real estate investment portfolio. Additionally, the family enjoys a primary residence in Chadds Ford, PA, a home in Utah where they spend a considerable portion of the year, and a recently acquired historical property, also in Chadds Ford, PA, slated for future design and construction. The EPA will build and maintain relationships with external partners, internal business stakeholders, and property vendors, acting as the first point of contact to the Principal as required. Additionally, the EPA will proactively and accurately communicate the Principal's and his family's needs to the teams that support them throughout their residential portfolio. Reporting directly to the Principal, the EPA will office in the corporate offices in Wilmington with frequent visits to the Principal's primary residences.

This is a collaborative position, working closely with others to anticipate and be responsive to the Principal's needs. The role will assist with the refinement of administrative personal service delivery processes, demonstrate strong project management skills, and possess a respectful, incremental approach to implementing change. The EPA will collaborate closely with the Principal's Chief of Staff, Executive Assistant, and spouse to ensure that services support the Principal's daily and travel schedules. The EPA will be responsible for benchmarking, documenting, and providing exceptional service delivery in the areas of calendaring, board and client meeting preparations, travel logistics, creative services (i.e., gifting & events), research, executive and personal assistant support, residential services support, and special project administration.

This role will maximize Principal and family privacy while delivering exceptional administrative support. Ideal candidates will have significant former experience supporting a busy, entrepreneurial, and family-focused Principal who strives to balance competing demands. The Principal values candidates with a developed self-awareness, who take ownership of their work, demonstrate good judgment, have a proactive work ethic, and are energetic, positive, and highly collaborative.

Essential Duties and Responsibilities

Administration & Office Management

• Principal Calendar & Contact Management -Manage and maintain complex personal/social/business calendars, which involve extensive scheduling and coordination with the office and property teams, and document, track, and prepare all pertinent information required for meetings. Maintain the accuracy of the Principal's contact database, including business, shared family, personal, property vendors, and emergency.
• Communication – Professionally represent and interface with Principals' friends, family, trainers, physicians, and other important personal advisors. Collaborate with the property and household services teams and business stakeholders to coordinate projects and events and elevate workflow. Communicate clearly and consistently with all property staff and all off-site partners. Participate in daily/weekly meetings with the Chief of Staff, Assistants, and spouse to review projects, events, travel, the Principal's calendar, and staffing schedules. Professionally represent the Principal and his family in all correspondence, including meeting preparation, notes, and research. Prepare a weekly Pending Report for the Principal.
• Mail & Package Shipping & Receiving - Sign, record, and distribute all mail & packages. Liaise with Property vendors and spouse to inform and confirm receipt of items sent.
• Financials - Assist in managing/tracking expenses and bills, credit card reconciling, staff expenditure approval, and coordinating with accounting partners in the Family Office. Perform light financial analysis as requested. Review contracts pertinent to the Principal and liaise with other departments.
• Special Projects – Oversee projects as assigned, including maintenance of archives, memorabilia, and business/venture/philanthropic-related information.
• General Administration - Assist with general administrative processes, including daily mail receipt, record, and distribution; filing; scanning; photocopying; drafting outgoing correspondence and proofreading material.

Travel, Event Management & Creative Services

• Travel Itinerary, Logistics & Planning – Research and assist the Principal with itinerary planning, manage logistics and plan all aspects of the trip, including airport transfers, plane, accommodations, activities, and meal reservations.
• Oversee Gifting Services - Collaborate with Principal, Assistants, and spouse on gifting, including gift list creation, inventory, researching, purchasing, wrapping, sending, and tracking gifts.
• Event Coordination – Collaborate with the Principal, Assistants, and internal event planners on planning, set-up, organization, invites and RSVPs, and seamless orchestration of small-to-large-scale events, including menu choices, run-of-show, timeline, etc.
• Invitations, Holiday Preparations – Collaborate with the Principals on event invitations or holiday cards, create card lists, obtain current addresses, and handle printing and mailing. Coordinate with the family and oversee the timely installation and removal of holiday décor, as requested.
• Profile & Membership Management – Coordinate private memberships for clubs and transportation, including applications, dues, airline seating, food preferences, allergies, passport info, and mileage accounts.

Residential Property Management

• Construction Coordination & Neighbor Relations – Liaise with the Principals, Project Manager(s), Director of Properties (DoP), and Design Team to coordinate meetings with vendors, update project timelines, track invoice approvals, and craft presentations to Principals. Manage relations with various local communities.
• Insurance Tracking – Manage, confirm, and track insurance coverage with the personal property contents, collections, vehicles, and pending coverage.
• Vendor Management & Bill Pay Coordination – Track and coordinate that all invoices and bills are paid for all properties and personal service vendors.
• Expenditure Budgets – Collaborating with the CFO and DoP, forecast annual capital expenditures, utilities, household expenses, personal items, vehicles, property tax, and general operating expenses.
• Preventative Maintenance Programs & Procedures - Liaises with local property managers, vendors, and general contractors to establish ongoing PM programs, checklists, and procedures.
• Reporting & Progress Updates - Keeps the Principal(s) apprised of all personal and residential logistics.
• Vehicle Maintenance - License, registration, service schedules, seasonal tire changes, detailing, etc.
• Pre-Visit Property Advances - Coordinate facilities, AV/IT, and grounds maintenance vendors in anticipation of visits. Stock/refresh preferred items, pre-ship, and prepare home for arrival.
• Move Management - In collaboration with DoP - plan and prepare for the long-range Chadds Ford move-in planning and manage seasonal relocations to properties.
• Site Security – Work with vendors to establish security systems, provide codes to family and staff, and track and update the system with vendors.
• Emergency Evacuation & Disaster Preparedness Protocol – Develop and inform Principals of emergency protocols. Keep emergency provisions stocked.
• Staff & Vendor BI/NDA Protocol Oversight – Assure residential property staff, vendors, and service providers sign NDAs and have background investigations performed (as appropriate).

Household & Personal Services

• Concierge Services & Personal Support - Provide personal assistance and concierge services to the Principal, his family, and guests.
• Owner Preference Coordination & Documentation – Compile all general standards in coordination with remote property vendors.
• Household Supplies Inventory & Par Controls – Maintain supplies of household inventories (i.e., cleaning supplies, paper goods, household-related items, etc., in coordination with property vendors).
• Housekeeping Coordination – Coordinate all cleaning at remote properties pre- and post-travel.
• Wardrobe – Handle seasonal rotation, dry cleaning, and tailoring. Help coordinate purchases, returns, and repair requests as directed. Provide packing and unpacking services.
• Errand Running - Seamlessly perform deliveries, food, shopping, clothing returns, jewelry repairs, etc.
• Pet Care Services - Coordinate regular vet appointments, medications, grooming, dog walkers, trainers, etc.
• Medical & Dental Scheduling & Coordination – Schedule and track appointments and providers.
• Prescription & Medical Supplies – Handle filling prescriptions and maintain supplies of vitamins. Keep records of how many refills are left and contact the provider before needing Rx renewals.
• Personal Services Provider Vetting & Scheduling – Research and hire appropriate vendors (i.e., personal trainers, stylists, personal services).
• Culinary Support, Grocery Provisioning – Communicate frequently the family preferences, establish shopping lists, and coordinate grocery shopping and delivery, ordering, and private chef coordination.
• Sporting Goods Maintenance, Shopping, Stocking & Inventory – Ensure snow skiing, vacation supplies, and all sporting equipment is maintained in anticipation of activities.
• Personal Supplies & Toiletry Ordering and Inventory – Manage standing/rotating supplies at remote properties.

QUALIFICATIONS

Education & Experience

• A minimum of three-plus years of relevant experience providing executive/personal support within a high-service, action-oriented environment with high accountability levels.
• Experience coordinating household service teams, including personal service assistants, housekeepers, chefs, drivers, and other staff/vendors, as required.
• Experience in maintaining a private employer's confidentiality, safety, security, and privacy.
• Ability to prequalify prospective vendors and contractors and prepare business cases for the Principal's review. Ensure they have the proper level of expertise, are attentive to detail, and possess a professional, value-aligned approach.
• Tech-savvy: Comfortable with all standard Mac/PC and internet skills, including email; apps; spreadsheets; calendaring programs.
• Excellent written and verbal communication skills.
• Must have experience supporting complex travel, hospitality, event, and entertaining requirements.

Personal Qualities & Character Sketch

• Highly organized, smart, calm, confident but humble, intuitive, forward-thinking, kind, and detail-oriented.
• Displays the highest personal integrity, honesty, confidentiality, and discretion in representing the Principal and fosters that in others.
• Thoughtful, observant, attentive to the Principals' preferences, and intuitive at replicating the qualities he enjoys.
• Organized, intelligent, dynamic, confident, natural multi-tasker, and service-hearted.
• Capable of juggling competing deadlines while remaining calm and attentive to detail and accuracy. Ideal candidates find deep satisfaction in completing items on an ever-changing to-do list.
• Ability to anticipate next steps by thinking creatively, solving problems, and taking a broad perspective to make the Principal's lives easier. Takes ownership of work, thinks strategically, and is resourceful.
• Ability to track and organize information and distill it into actionable points. Superb written and oral communication skills.

ADDITIONAL INFORMATION

• Officed in the Wilmington, DE corporate offices, with frequent trips to employer's homes in the local area. Occasional out-of-town travel may be required.
• Compensation: Competitive DOE + full benefits, 401k, and annual bonus opportunity.
• Verifiable references, extensive background checks, and a clean driving record are required.

Job Type: Full-time

Pay: $90,000.00 - $120,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• On call
• Weekend availability

Ability to commute/relocate:

• Wilmington, DE: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)

Willingness to travel:

• 25% (Required)

Work Location: One location

seankuhnke.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, seankuhnke.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, seankuhnke.com is the ideal place to find your next job.