Position: Part-Time Personal Assistant
Location: Seattle, WA
Employment Type: Part-Time, Permanent
Available to start mid-July
About the Role:
Female CEO based in the Central District of Seattle, WA, seeks a dedicated, resourceful, kind and caring Personal Assistant who also lives in the greater Seattle area. The CEO’s longtime Personal Assistant of 14 years has accepted a full-time position and is leaving this role at the end of July.
The ideal candidate is available mid-July to start training. They will possess exceptional organizational skills, attention to detail, and the ability to manage a variety of personal tasks efficiently. This role requires a professional who can handle sensitive information with discretion, communicate effectively, and adapt to the evolving needs of the CEO.
The CEO owns a mission-driven national company that seeks to improve public education and she travels 1-3 times per month for work. This is an ideal role for someone looking for part-time work for several years who wants fulfilling assignments and a flexible schedule. A college student, graduate student or stay-at-home parent may fit this profile. This role does not include assistance related to children. Local travel for errands is required and mileage to run errands is reimbursed. While the volume of work and specific assignments vary week to week, the volume averages 4-8 hours of work per week, excluding housesitting/overnights with cats (which are paid as a separate stipend).
Key Responsibilities:
Household Management:
Oversee household employees, including hiring, training, scheduling, and supervising contractors such as housekeepers, gardeners, exterminators, HVAC and other maintenance workers.
Coordinate ongoing home maintenance and repairs, ensuring timely and efficient service.
Provide personal tech and gadget management and troubleshooting.
Personal Errands and Tasks:
Handle a variety of personal errands, such as gift purchasing, researching purchases, shopping and returns, dry cleaning, and vehicle maintenance.
Manage the CEO's memberships and subscriptions, including renewals and payments.
Coordinate personal travel arrangements, including booking flights, accommodations, and rental cars, and creating detailed itineraries.
Make restaurant, hair, spa, etc., reservations/appointments. Add appointments via Calendly.
Coordinate occasionally with the CEO’s office executive assistant to identify additional availability for personal appointments.
Event Planning:
Plan and organize social events, parties, and gatherings, including sending invitations, arranging catering, purchasing supplies or renting equipment, coordinating with vendors and sometimes providing on-site support.
Budgeting:
Track expenses related to household management, travel, gifts, etc.
Maintain receipts for donations to 501(c)3 charitable organizations and compile summary for annual taxes.
Compile household expenses to submit to accountant for annual taxes (utilities, internet, housekeeping, etc.)
Pet Care:
Provide support for the CEO's two indoor cats, including purchasing supplies, toys and food, sometimes attending vet appointments, and ad hoc support for daily feeding, grooming, and litter box maintenance.
Ideally, provide cat sitting services during the CEO's travel periods as arranged in advance with the CEO (for additional compensation).
Wine Club and Sports Tickets Management:
Manage wine club memberships, including coordinating deliveries and maintaining the inventory of wines.
Handle season tickets and single-purchase tickets for various sporting events, including purchasing, organizing the calendar for season tickets, managing attendance and selling tickets when necessary.
Communication and Correspondence:
Handle and direct personal correspondence, including emails and physical mail.
Wrap gifts. Ship packages.
Discretion and Confidentiality:
Handle sensitive and confidential information with the utmost discretion.
Maintain confidentiality of all personal and professional matters.
Qualifications/Requirements:
Proven experience as a Personal Assistant or in a similar role.
Exceptional organizational and time management skills.
Excellent verbal and written communication skills.
High levels of integrity, trust, judgment, discretion and confidentiality.
Strong problem-solving skills and ability to think proactively and strategically.
Proficiency in office software (e.g., MS Office, Google Suite) and communication tools.
Ability to adapt to a dynamic work environment and handle multiple tasks.
Professional demeanor and strong interpersonal skills.
Resourcefulness and ability to work independently.
Access to a reliable car to conduct errands.
Must be authorized to work in the United States.
A successful candidate will possess these traits:
Organizational Skills
Multitasker: Capable of managing multiple tasks and projects simultaneously without compromising quality.
Time Management: Expertise in prioritizing tasks, planning ahead, and optimizing time to ensure efficiency.
Resourceful: Quick to find solutions, often thinking creatively to overcome obstacles or streamline processes.
Interpersonal Skills
Personable: Friendly and approachable, able to build and maintain positive relationships with various stakeholders.
Empathetic: Understanding and considerate of others' feelings and perspectives, fostering a supportive work environment.
Patient: Calm under pressure, capable of maintaining composure and efficiency in stressful situations.
Adaptability
Flexible: Willing to adapt to changing circumstances and handle unexpected tasks or changes in schedule with ease.
Versatile: Comfortable performing a wide range of duties, from administrative tasks to personal errands and project management.
Positive Attitude
Optimistic: Maintains a positive outlook, which can help motivate the team and create a pleasant working environment.
Resilient: Bounces back from setbacks and remains focused and motivated despite challenges.
Preferred:
1-2 years prior experience supporting a busy person/family.
Likes cats and people.
Knowledge of the Seattle area, local businesses, etc.
Flexibility with working hours to meet the needs of the CEO.
Compensation:
Compensation starts at $30 dollars an hour (plus applicable expenses). At 90 days, the CEO and assistant will assess progress together and the compensation may increase.
Expenses with receipts are reimbursed monthly.
Mileage to run errands is reimbursed at the federal government rate (currently 67 cents per mile); mileage “commuting” to/from the CEO’s house for on-site meetings or work is not reimbursed.
This is a part-time role with no additional benefits.
This is a W-2 role.
Overnight house-sitting and on-site cat-sitting is paid as a $40 daily rate (flexible hours).
To Apply:
Please submit your resume and provide responses in writing to the following questions (1-2 paragraphs each/up to 200 words maximum) by email to [email protected] by July 8. No phone calls, please.
Why are you seeking this opportunity?
Describe your experience with at least two areas of the required responsibilities of this role.
Respond to at least one of the 15 celebrity “Colbert Questionnaire” questions: https://thecolbertquestionert.com/#questions.