Schedule: M-F 9-5pm (must be flexible & willing to work outside of standard work-week as needed)

Travel Required: Occasional Travel, clean license and a car required.

Job Overview: A COO of a practice seeking a full-time, personal assistant to help streamline her day-to-day life. This role requires a mature, highly organized individual who has excellent attention to detail, a calm demeanor, and a “no task is beneath me” attitude. The right candidate will be comfortable supporting both professional and personal tasks, enjoy wearing many hats, and thrive in a dynamic, home-based environment.

Position Responsibilities will include, but are not limited to:

Ensure the smooth functioning of the household, keeping the executive organized in day-to-day life, proactively anticipating needs

Plan and book travel for COO, family members, and practice staff, including flights, accommodations, ground transportation, and itineraries

Booking tickets for events, making restaurant reservations, and coordinating car service

Care for three dogs during the business day while the COO is focused on work (smaller dogs, easy to care for)

Support the COO and practice staff with special projects, including holiday cards, gift purchases, etc.

Serve as a liaison between the COO, vendors, and service providers for home as needed.

Ordering household items: managing incoming packages and returns (Amazon, etc.)

Maintain inventory of household supplies, groceries, and personal items, ensuring everything is well-stocked (not overstocked) and replenished as needed

Run errands as needed for COO/Marketing team (post office, Staples, etc.)

Maintain organized records of warranties, contracts, and important documents.

Requirements:

Highly motivated self-starter with exceptional organizational and communication skills

Ability to take charge of various administrative and logistical tasks to support the COO's busy lifestyle

Exceptionally detail-oriented– someone who is concerned with triple-checking items and getting through a list of assignments

Strong administrative and time-management skills

Mature, professional, and discreet

Tech-savvy and efficient with email, calendar apps, and online ordering

Easy-going, solutions-oriented, and flexible

Comfortable being able to work in a home or informal office setting

US work authorization, seeking a long-term role

At least 2-3 years of proven, verifiable experience in a similar role, with excellent long-term references

High level of discretion and integrity, with the ability to maintain confidentiality.

Valid driver's license and a clean driving record.

Ability to work a flexible schedule, including occasional evenings or weekends; including overnights when COO travels.

Ability to assist in general office tasks as needed

Qualifications:

Team player happy to partner with existing household staff and practice staff as needed

Exceptional organization skills: ability to juggle multiple, sometimes competing, priorities seamlessly

Outstanding written and oral communication skills with strong attention to detail

Unwavering professionalism, absolute discretion, and exceptional judgment

Experience as a Household Coordinator, House Manager, or in a similar role within a private residence is preferred

Strong communication and interpersonal skills, with the ability to manage various relationships diplomatically.

A proactive and resourceful problem-solver who can handle challenges with minimal supervision.