Job Description

Overview

We are seeking a highly organized, proactive, and communicative Personal Assistant to support the day-to-day management of a busy professional. This in-person role, based primarily in Brooklyn, NY, involves oversight of a local residence, coordination with staff, and a variety of personal and administrative support tasks. The position will evolve over time, with opportunities to take on additional responsibilities as needs expand.

Key Responsibilities

Household Support & Errands

• Serve as the first point of contact for household management, overseeing maintenance, utilities, cleaning, and inventory.
• Maintain a household calendar for appointments and recurring maintenance.
• Run personal errands such as dry cleaning, returns, grocery pickup, and miscellaneous shopping.
• Manage mail, packages, and deliveries from multiple sources, ensuring timely distribution or acceptance.

Property Coordination

• Liaise with property managers to coordinate maintenance, scheduling, and guest arrangements.
• Track expenses, assist with visit planning, and ensure property standards are maintained.

Travel & Logistics

• Research, book, and confirm domestic and international travel arrangements, including flights, hotels, and ground transportation.
• Prepare detailed itineraries and travel checklists, maintaining a travel preferences guide for consistency.
• Coordinate travel logistics for family, friends, or other guests when needed.

Event Planning & Coordination

• Assist with planning and executing events, including vendor selection, catering, entertainment, florals, rentals, and guest logistics.
• Maintain an event preferences guide to ensure seamless repeat planning.

Vehicle Management

• Schedule and oversee routine maintenance, inspections, and registration.
• Ensure vehicles remain clean, fueled, and ready for use.

Administrative Support

• Manage personal calendars, appointment reminders, and key event tracking.
• Schedule service providers and coordinate with home-related vendors.
• Handle light financial tasks such as bill payment tracking and expense organization.
• Conduct research to identify local services, vendors, and specialty retailers to meet ongoing needs.

Qualifications

• Previous experience as a Personal Assistant, House Manager, or in a comparable support role.
• Exceptional attention to detail with strong written and verbal communication skills.
• Proactive problem-solver who can anticipate needs and take initiative.
• Valid driver’s license and ability to manage vehicle logistics.
• Comfortable with technology, apps, spreadsheets, and communication tools.
• Local area familiarity preferred; Spanish language skills a plus.
• Ability to remain local during major holidays while principal is traveling.

Working Style

We’re looking for someone who thrives in a dynamic, loosely structured environment, stays one step ahead, and communicates with clarity and discretion. Reliability, adaptability, and confidentiality are essential.

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