Personal Executive Assistant

Our client, a family located in Belmont, is seeking an Executive Personal Executive Assistant. This is a temp-to-perm opportunity and can compensate up to $35/hr. depending on experience. Qualified candidates are encouraged to apply today for immediate consideration!RESPONSIBILITIESExecutive/Personal Administrative SupportOrganization, Prioritization & Follow Through - Efficiently manage competing priorities. Monitor tasks and be self-directive in following through on all duties. Confident in establishing office systems.Communication - Consistently communicate to ensure a constant, efficient flow of information from calls, emails, mail, and texts to keep the principal advised.General Administration Support - Coordinate daily mail, filing, scanning, photocopying, drafting correspondence, proofreading materials, etc.Foster Relationships & Interface - Professionally represent and interface with Principals' friends, family, teachers, doctors, and other important personal colleagues and advisors.Calendar Management - Assist the Principal, as requested, with managing and maintaining complex personal, medical, and property calendars.Contact Management -Maintain the accuracy of contact & and emergency contact databases.Shipments & Deliveries - Manage and distribute incoming and outgoing mail & packages, coordinate packing/unpacking, returns, and track credits. Prepare shipments and arrange for messengers.Travel Planning & Logistics - Plan, coordinate, and manage the family travel arrangements, including air, hotel, car service, meal service, and restaurant planning.Wardrobe & Personal Items -Help coordinate purchases, returns, and repair requests.Create and maintain accurate inventories. Health & Wellness - Support the Principal in meeting her personal, family health, and exercise goals by maintaining calendars, scheduling routine medical exams, and making appointments.Special Projects - Assist with projects assigned by the principal (i.e., family photo inventory, archives, membership information, etc.).Event Management - Collaborate with the Principal on the seamless orchestration of small-to-large-scale events and communicate expectations to all vendors. Manage all incoming event invitations, RSVP'ing on behalf of the principal, and updating calendars as needed.Gifting & Special Occasion Coordination - Maintain a tickler file for birthdays, anniversaries, etc., and have cards on hand for all occasions. Maintain a Holiday Gift list: research, recommend and purchase gifts, oversee wrapping, and coordinate deliveries.Administrative Office SupportExpenses & Payroll - Assist in paying and tracking expenses, preparing expense reports, and managing caregiver team payroll and reimbursements. Familiarity with Excel spreadsheets and administering payroll and QuickBooks is a plus.Tracking & Record Data - Track and record medical and behavioral data.Scheduling & Transportation - Assist team members with scheduling appropriate daily caregiver coverage and assist in triaging schedule changes. Help with medical appointments and arranging transportation.Analyze Data & Manage Records - Manage data in spreadsheets and reports. Graph data and analyze trends as requested. Consistently update and keep records current.Research - Assist the Principal in procuring information, analyzing, and presenting it clearly, and concisely.VideoCreation - Manage the creation of videos for medical provider evaluation, caregiver training, etc.Medical Insurance - Manage invoices, submit claims, and follow up on expected and received payments.Household & Property Management (As schedules and workload allow)Stocking & Inventory Control - Ensure that the residence is stocked with the family's medical necessities, desired toiletries, personal items, cleaning products, etc. Oversee inventory of household items, personal effects, office supplies, linen closets, and storage areas and ensure inventories are organized and current.Insurance Records - Track insurance associated with personal property contents and items pending coverage.Asset Inventory, Care & Maintenance Protocols - Document specific proper care/maintenance protocols.Vehicle Management - Handle all administration, registrations, licensing, routine maintenance, seasonal tire changes, inspections, storage, and stocking requirements.Source, Vet, Schedule, and Manage - Establish a respectful rapport with vendors, co-workers, and colleagues. Work collaboratively to support the principal's goals and expectations with on-site contractors, subcontractors,and service providers.QualificationsGenuinely flexible and able to prioritize the needs of the principal.Extremely organized, detail-oriented, and dynamic self-starter.Displays a confident, take-charge approach balanced with compassion and empathy.A natural ability to remain composed in emotionally charged situations.Displays the highest levels of personal integrity, exceptional judgment, honesty, confidentiality, and discretion in representing the principal and fosters that in others.Takes ownership of their work and responsibilities.Demonstrates a hands-on approach, assists and cross-trains co-workers, and is professional and positive in all interactions.Thoughtful, observant, attentive to the principals' preferences, and intuitive at replicating the qualities they enjoy.Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.Company Profile:Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com. We look forward to working with you.Beacon Hill. Employing the Future (TM)