Personal Assistant

Job Description

<p><strong>Overview</strong></p><p>ivy has partnered with a dynamic, high-performing CEO who leads a multi-national organization and balances a full portfolio of professional, personal, and philanthropic priorities. She manages a full slate of professional, personal, and community commitments that demand focus, organization, and adaptability.</p><p><br></p><p>She's seeking a proactive, trustworthy, and highly organized Personal Assistant who can manage the details that keep her life and work running smoothly.</p><p><br></p><p>This is a hands-on, varied role suited to someone who thrives on independence, values discretion, and enjoys creating systems and structure. One day you might be coordinating a home project or vendor visit; the next, researching nonprofit partners, scheduling travel, or organizing documents and events.</p><p><br></p><p>The ideal candidate is a highly organized, trustworthy professional who brings initiative, warmth, and practical judgment to everything they do. They take pride in staying one step ahead, anticipating needs, and turning open-ended requests into completed tasks.</p><p><br></p><p><strong>Key Responsibilities</strong></p><p><strong><em>Research</em></strong></p><ul><li>Conduct research for personal and professional projects, such as home vendors, travel, gifts, medical providers, new property locations, or nonprofit initiatives.</li><li>Provide clear summaries and recommendations for decision-making.</li></ul><p><br></p><p><strong><em>Household Management</em></strong></p><ul><li>Oversee household service providers, including cleaners, gardeners, handypersons, and maintenance vendors.</li><li>Create and maintain a home maintenance calendar, vendor contact list, and system for ongoing upkeep.</li><li>Coordinate minor home improvement or renovation projects - sourcing trades, managing quotes, timelines, and ensuring completion to standard.</li><li>Walk through the property regularly to identify needed repairs, maintenance issues, or cosmetic improvements.</li><li>Organize spaces (closets, storage, office, etc.) and ensure the home remains functional, tidy, and ready for upcoming transitions.</li><li>Manage pet logistics as needed (appointments, supplies, etc.).</li></ul><p><br></p><p><strong><em>Personal Projects & Household Project Management</em></strong></p><ul><li>Lead special household projects from conception to completion (e.g., attic clear-outs, home prep for sale).</li><li>Hire and coordinate professionals, track progress, and ensure projects are executed to completion.</li><li>Liaise with realtors, movers, and contractors; manage packing, donations, timelines, and checklists.</li><li>Identify and act on opportunities for improvement across the household environment.</li></ul><p><br></p><p><strong><em>Life Administration</em></strong></p><ul><li>Build simple systems to organize personal paperwork, renewals, and digital files.</li><li>Manage receipts and expense tracking; provide summaries to accountant/bookkeeper.</li><li>Maintain calendars for renewals, warranties, memberships, and personal appointments.</li><li>Support occasional administrative tasks such as document formatting or presentation preparation.</li></ul><p><br></p><p><strong><em>Business-Related Support</em></strong></p><ul><li>Provide light administrative or research assistance for professional projects.</li><li>Example: sourcing information for a presentation, creating or formatting PowerPoint slides, or gathering details for business initiatives.</li><li>Support coordination for business-related travel, board activities, and events as needed.</li></ul><p><br></p><p><strong><em>Nonprofit Support</em></strong></p><ul><li>Assist with tasks connected to personal and business-related nonprofit initiatives.</li><li>Examples include researching new nonprofit opportunities, potential partners, or grant opportunities.</li><li>Support planning or coordination for related events or activities.</li></ul><p><br></p><p><strong><em>Correspondence & Gifting</em></strong></p><ul><li>Track birthdays, special occasions, and milestones for key contacts.</li><li>Assist with gift sourcing, ordering, and sending cards or thank-you notes as needed.</li></ul><p><br></p><p><strong><em>Calendar & Scheduling</em></strong></p><ul><li>Own the personal calendar - medical, wellness, family/friends, events, and reservations.</li><li>Optimize scheduling for efficiency and ensure reminders are tracked and communicated.</li></ul><p><br></p><p><strong><em>Errands & On-Site Support</em></strong></p><ul><li>Run local errands, coordinate deliveries, and supervise vendors on-site.</li><li>Willingness to assist physically with organizing, packing/unpacking, or light lifting when needed</li></ul><p><br></p><p><strong><em>Qualifications and Attributes</em></strong></p><ul><li>Demonstrated experience in a personal assistant, household manager, or executive support role, ideally supporting a senior leader or entrepreneur.</li><li>Proven ability to manage multiple projects independently and maintain confidentiality at all times.</li><li>Highly organized and systems-minded, with a knack for bringing order to complex or changing environments.</li><li>Strong written and verbal communication skills; comfortable drafting emails, summaries, or research briefs.</li><li>Tech-savvy, with proficiency in Google Workspace, Excel, and task or project tools.</li><li>Calm, adaptable, and solutions-oriented, with a natural sense of accountability and follow-through.</li><li>Comfortable managing vendors, trades, and service professionals.</li><li>Valid driver's license and vehicle for errands and site visits (mileage reimbursed).</li></ul><p><br></p><p><strong>Hours and Compensation</strong></p><p>This role is designed for approximately 15 to 20 hours per week, with flexibility for the right candidate. Work will include a mix of on-site time for errands, vendor coordination, and household oversight, along with remote administrative support. The position will be hourly, at a rate of $35-$40 per hour depending on experience.</p><p></p>