Senior Personal Assistant

We are seeking a highly organized, mature, and proactive Senior Personal Assistant. This role emphasizes maintaining efficiency, attention to detail, and sophistication in managing schedules, travel arrangements, coordinate events, and administrative tasks.

 

Key Responsibilities:

• Provide comprehensive support to the principal, including managing calendars, scheduling appointments, and coordinating meetings across multiple time zones.
• Assist with travel arrangements, including booking private and commercial flights, accommodations, ground transportation, and activities, ensuring seamless travel experiences.
• Coordinate professional meetings and handle inquiries, requests, and correspondence with discretion and professionalism.
• Draft email replies and maintain accurate records, including contact lists, expense reports, and travel itineraries.
• Assist with special projects and initiatives as assigned, demonstrating adaptability in response to evolving priorities.
• Collaborate with Family Office team members, remote colleagues, and external vendors to ensure seamless coordination in both professional and personal domains.
• Uphold the highest standards of professionalism, integrity, and confidentiality in all interactions.
• Coordinate personal activities, including medical appointments, athletic training, pet sitting, and deliveries.
• Plan events for 100+ guests and liaise with outside vendors (party planners, chefs, entertainers, etc.).
• Fill in for other senior PAs during time off.

 

Qualifications:

• Proven experience in a personal assistant or executive support role, preferably in a fast-paced environment.
• A proactive mindset with a willingness to tackle any task, big or small.
• High degree of diplomacy and discretion, with the ability to build relationships at all levels.
• Excellent organizational skills with the ability to prioritize tasks and manage competing demands effectively.
• Superior attention to detail, particularly in managing complex calendars and travel logistics.
• Strong communication skills (written and verbal), with fluency in English and confidence liaising with international stakeholders.
• Experience coordinating meetings across different time zones.
• Proficiency in travel booking platforms and seamless handling of travel arrangements, including private charters.
• Technical proficiency with Apple OS, Google Workspace, 1Password, Dropbox, Zoom, WhatsApp, and a quick aptitude for new apps.
• Comfortable working asynchronously in a paperless environment.
• Ability to work independently and collaboratively, demonstrating resourcefulness and adaptability.
• Flexibility to accommodate occasional after-hours or weekend work to support the principals' schedules.
• Must live in the San Francisco area.
• Must have a valid drivers license.

 

Schedule:

The general work schedule is Monday through Friday, with the flexibility to work additional hours in the evenings or weekends as needed. This position allows for 90% remote work.

 

Compensation:

Compensation starting at $160K -$170K depending on qualifications and experience.

 

To Apply:

Please apply at www.mahlermatch.com for consideration; if already on our job board, click Apply Now. Qualified applicants will be contacted.

 

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Our Story:

Mahler Private Staffing works with America’s leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidates as well as we know our clients, so we can make lasting, long-term placements.

Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration. We would like to emphasize that there are no fees associated with the application process for applicants.