Administrative Assistant - Sacramento, United States - Platinum Advisors

Description

Manage and organize various scheduling tasks including the Family Calendar, as well as the CEO's business calendar as needed/directed by the Senior Executive Assistant.

• Assist with the coordination of personal and business events & travel
• Manage and set medical appointments for the family
• Recover and maintain medical records from doctors globally in a shared filing environment
• Special projects as directed by the Senior Executive Assistant including, but not limited to, medical, travel, shopping, philanthropy, and vendor management and shipping coordination
• Plan family travel, including but not limited to gathering visas, booking tickets, transportation, hotel and meal reservations, activities for the family, and creating a dynamic itinerary for each trip
• Maintain a dynamic database across multiple platforms of all work done related to the Family for future reference
• Liaise with acquaintances, vendors, doctors, and staff to meet the family and household needs
• Maintain a vendor list for each property as needed
• Work collaboratively with the Senior EA & Principal's Partner

• Manage reminders for payments to vendors and track expenses for the Sonoma County residence
• Manage reminders for payments to vendors and track expenses for the Sonoma County residence
• Manage payments and file insurance claims when needed
• Manage maintenance schedules and warranties for household items and family assets
• Run regular errands, including but not limited to shopping, chauffeuring, pick up/drop off items for the house or family
• Develop a system to manage the family's needs and that could scale across multiple residences over time
• Oversee inbound and outbound packages and returns including international shipments of items.
• Responsible for tracking and transport of art and collectibles (internationally)
• Practice an extreme level of confidentiality and prioritize the needs of the family above all
• Provide weekly updates on all tasks/projects
• Act as a liaison to sister companies and manage communications as required
• Attend to personal errands as needed
• Other duties as needed and directed by the Senior Executive Assistant and/or Management.

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Strong problemsolving skills
• The ability to speak Spanish is a plus but not required

• The responsibilities of this position require the ability to balance widely diverse aspects of several departments
• All employees are expected to assist in crossdepartment duties as needed.

• Minimum of 35 years of previous experience as a personal assistant
• Registered notary and/or must obtain notary license within 90 days of employment

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift to 25 pounds at times

• Compensation will range from $75,000 $90,000 annually depending on experience.
• Fully paid medical, dental and vision for employee and dependents
• Vacation, Sick and Holiday Pay