We are seeking a personal assistant, based on the cape to support a couple in running their three homes. This is a year round position, flexible schedule approximately 30 hours per week, including remote work opportunity.
PERSONAL ASSISTANT
Primary Duties and Responsibilities:
Meet with family members on a scheduled basis at Cape Cod residence when in residence and via
phone, text or email on other days or when traveling to provide administrative support. This may
include requests for correspondence, copies, email print outs and replies, research topics of interest,
ordering books or supplies, sending flowers or gifts, RSVPs for social engagements, purchasing
theater/ballet/opera/museum tickets, making dining/hotel/plane reservations, transportation needs, etc.
Arrange to meet with prior assistant once or twice a week, more if needed, to start to help with
“learning the ins and outs” of their needs until settled.
Pick up mail at least two times per week. Sort out junk mail and toss, set aside bills to review with
the family for payment, and give all personal mail, magazines, etc. to them. If they are in their other
residences (NY or FL), send their mail to them once a week.
Serve as the point of contact with contractors (plumber/electrician/landscaper/property
caretaker/housekeeper/IT/window cleaner, etc.) for all three properties, keeping the up to date on
progress of work being done.
Work with housekeepers in opening and closing all residences (MA, NY or FL).
Stock MA, NY, and FL residence with set items before they arrive from their travels (approximately
4-5 times a year).
Schedule newspaper deliveries (NYTimes and WSJ) to be changed to their new location when
traveling.
Arrange for car maintenance as needed, yearly inspections, detailing, and do gas fill-ups when needed.
Assist with scheduling doctor appointments when needed and ensure all test results are shared with
their others doctors. Pick up prescriptions and offer to drive them to appointments when on the Cape.
Provide assistance to help research items of interest to them such as travel destinations, news articles,
book reviews, people, places and things as requested.
Grocery or other shopping requests as needed.
FINANCIAL SUPPORT
Primary Duties and Responsibilities:
Prepare weekly reports for family members to be reviewed each Monday (overnight them on Friday
if they are in NY, or fax them if in FL. Reports include print outs of: 1) first page of personal checking
account listing the most recent transactions and current balance (discuss having arrangements to
transfer funds if balance dips below a set level), 2) an updated expense report, 3) a current donation
report if there are any changes from the prior week, etc.
Track and pay estimated Federal and State tax payments. Collect tax documents needed for sending
to their accountant by March 15th if possible. Some documents (especially K-1s) will come much later
than that. Send them via scan/email as soon as you get them.
Communicate and work with investment advisor to arrange money wires and tranters.
Pay all bills either online or by check in a timely fashion. Check their emails for any e-statements.
Maintain Quicken accounts (checking and investments) of all of their financial assets on a monthly
basis. Update check descriptions on spreadsheet.
Prepare checks and letters (or through online requests via credit card) for all donations they make.
Update donation reports each time a donation is made and maintain file of donation acknowledgements
to submit to accounting firm. If a letter of acknowledgement hasn’t been received by the end of the
January, be sure to contact the organization to have one sent to you.
Track and renew car, boat and trailer registrations.
Maintain the “family manual” which outlines all their important data needed to help you support their
lives. Print out an updated copy for each of them once a year. Also update Jamie’s Address Book and
print out once a year.
Manage Password spreadsheet providing new copies whenever a change is made.
Manage Art files and reorganize inventory books.
Compensation: 80-90k + benefits for a position that is approximately 30 hours per week.