Personal Assistant - The Kent Companies : Job Details

Description: Executive family in Midland, Tx seeking House Manager and Personal Assistant of outstanding caliber and experiences to support the family and home. Responsibilities include approved purchases, planning family travel, some business travel, assisting with care of family dogs, and ensuring smooth operations and systems within the home. This person will report to the families Senior Executive Assistant and Head of Household. This is a full-time position requiring this person to live in the home with the family. Primary Responsibilities: • Maintain inventory of household supplies and reorder as needed (batteries, office supplies, cleaning supplies, etc.). • Perform daily walkthroughs of property to monitor projects and check for cleanliness • Maintain and update household manuals • Family children responsibilities- school activities and schedule, food, laundry, etc. • Liaise with staff and other off-site managers to purchase household items • Manage household inventory with assistance from housekeeper • Respond to service calls, greet guests and coordinate with the maintenance crew • Schedule cleaners for guest houses in anticipation of guests • Assist in preparing homes for occasional guests and coordinate arrival times and accommodations. • Grocery shopping for family. • Maintain and doing laundry and dry cleaning drop off and pick up • Oversee onsite service appointments and deal with vendors, as needed. • Assist in preparing home for occasional events. • Maintain an organized filing system for household needs (e.g., pet records, receipts, party planning, warranties, etc.). • Update activities/status reports each week • Able to perform physical, hands-on tasks to assist the household staff • Communicate with other staff and monitor status of projects. • Liaise with other house managers for other properties • Schedule occasional wardrobe maintenance • Keep track of birthdays and other important dates Pet Management: • Assist with feeding pets, administering medicine and cleaning up after pets • Schedule and take pets to veterinary and grooming appointments • Coordinate with other staff a pet sitting schedule while employer is traveling • Manage Pet medications • Put on Calendar all dog appointments Personal Assisting & Travel: • Meet weekly with employers to discuss scheduling, travel and various projects with multiple forms of communications • Communicate with employers to follow up on outstanding items and assist with any travel needs when employer may need while away • Maintain and update the family's travel calendar • Book travel for family and oversee travel logistics, including flights, hotels, dinner reservations, personal drivers, tickets to special events and excursions • Create Documents for itineraries well in advance of travel Purchasing, Shipping & Returns: • Track shipping and delivery status of packages to various households • Drop off packages at UPS, USPS, FedEx and independent stores/vendors. • Schedule personal appointments (doctor, dentist, etc.) as requested • Manage shipping/pick up of medications from Walgreens, Doctor Office, etc. • Chewy and Amazon purchases and shipping • Keep track out of shipments and deliveries of various items and communicate to various entities Miscellaneous: • Assist with event planning • Organize Holiday gifts and delivery to some locations • Decorate for the holidays Work Eligibility Requirements: • Bachelor's degree or above, preferred but not required • Executive assistant experience is required • House management experience • Clean driving record • Ability to pass an extensive background check, credit, and reference checks • Must be able to lift 40 pounds. • Able to travel • Demonstrates excellent communication skills and command of English language, in both written and oral language • Second language-Spanish, but not mandatory • Available to communicate as needed after regular hours with employer to follow up on outstanding items and to assist with any travel needs while employer Must be technically savvy: • Excel, Word, PowerPoint, Teams, Zoom, Adobe, Outlook, Notes, Canva, Perplexity, Apps • Proficient with iPhone, iPad, Computer • Work Laptop will be provided Benefits: Insurance (Medical, Vision, Dental), 401k with 4% company match option, Life Insurance, Phone Allowance, Fuel Allowance Schedule: • At least 8-hour shifts • Holidays as needed • Weekends as needed Requirements: This person is required to be available from 630am- 8pm, hours do vary daily. This role will be required to travel as needed. • Full-Time position • On site requirement • Generally, 6:30am-5:00pm • On-call, as needed • Flexibility to work weekends, evenings and some holidays Character Attributes: • Strong work ethic, reliable, punctual, honest, resourceful, efficient, anticipate, highly organized, detail oriented, thorough. • High level of follow-through • Able to multitask and prioritize well, be proactive, identifies and resolves problems • Conscientious, dedicated and self-directed • Demonstrates a calm and collected attitude • Flexible and accommodates spontaneous changes to routines and plans • Works well with a variety of service people and household staff • Build community with positive attitude, a team player • Work independently, but takes direction well from employers • Strong written and verbal communications skills • Ability to maintain confidentiality and be discreet-NDA required • Ability to cook for the family • Must love dogs and handling them