Position Summary:
Looking for a motivated and highly organized, personal assistant to provide support to father and son, part-time, a total of 2 days (16 hours) hours a week. The candidate we are searching for has sound instincts, is a problem solver, fluid in building business relationships and takes pride in delivering excellent work in a timely manner. This role is onsite in San Francisco and Palo Alto.

The ideal schedule would consist of one day per week onsite (alternating San Francisco and Palo Alto), with a few hours of flexibility during the rest of the week to push projects forward that can’t wait until the next scheduled day, or to respond to urgent needs.

Executive Personal Assistant Duties & Responsibilities 

Responsibilities include administrative and management of personal client projects:

For Dad (90 years old, retired)For Son (49 years old, software exec)
Substantial clerical and bookkeeping duties (i.e., monthly bills, bookkeeping, compiling tax info for CPA, caregiver payroll)Light clerical, accounting and bookkeeping duties for personal accounts and a small business, and compiling tax info for CPA
Substantial healthcare administrative tasks (medical and long term care claims, insurance reimbursements, etc)Light healthcare administrative tasks (scheduling doctors, insurance claims, etc)
Substantial caregiver coordination (scheduling subs for vacation and sick days, time sheets, insurance reimbursements, payroll, contract adj.)NA
Light errands as requested and needed, i.e, grocery shopping, dry cleaning, scheduling car maintenance and driving to/from apptsExtensive errands as requested and needed, i.e, shopping, dry cleaning, scheduling car and motorcycle maintenance
Substantial coordinating professionals such as financial planners, accountant, attorneys, housekeepers, gardeners, etc. Substantial coordinating with professionals such as financial planners, accountant, attorneys, housekeepers, gardeners, etc. 
Regular planning of travel, vacations, outings, etc. Regular planning of travel, vacations, outings, etc. 
Extensive management of on site property projects 
Light management of personal & professional calendar, scheduling appointments and meetings
Extensive online web research and managing of small professional projects

Requirements
Please have all of these requirements:

  • 3-5+ years experience as an administrative, executive and/or personal assistant
  • Experience with bookkeeping, bookkeeping software, and managing or running payroll
  • Experience with property management and house renovations
  • Experience with medical administration such as insurance reimbursements
  • Experience working with older people with some health and memory issues
  • Must live in or near SF with ability to be on-site in SF, as needed with property tasks 
  • Can drive to Palo Alto one day per week for on-site administrative work
  • Strong references
  • Vaccinated for COVID
  • Must be legally authorized to work in the United States
  • Must have a valid driver’s license
  • Must be willing to submit to a background check

Attributes

Please have most of these nine attributes:

  • Superior organization, attention to detail, and follow through
  • Ability to work with minimal supervision
  • Strong decision making & problem solving skills
  • Ability to act as gatekeeper and escalate relevant information to client as needed
  • Excellent listener, verbal and written communication skills
  • Patient, compassionate and can work with older parent with memory issues
  • Strong interpersonal skills 
  • Tech savvy, with experience with G Suite, Zoom and Quicken
  • Ability to treat confidential information with appropriate discretion

Apply Here

 

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