Vantage Deluxe World Travel

Personal Assistant

US-MA-Boston
Job ID
2017-1169
# of Openings
1
Category
Administrative/Clerical

Overview

The Personal Assistant will be responsible for coordinating the day-to-day family business demands and scheduled activities.  The Personal Assistant works closely with Directors to manage the family expenses and calendar of activities.

Responsibilities

  • Ensure all appointments are entered timely and accurately on the Outlook Calendar and coordinate with family assistant to ensure that there is no conflict with business appointments. Update and maintain contact and address database.
  • Coordinates all travel plans including air, hotel, ground transportation, funding, Visa requirements, passports and the overall itinerary for the family and any guests
  • Maintain personal finance and property administration including but not limited to; boat expense, insurance, investment and tax files, personal and company vehicles, electronic equipment, vendor schedules, personal and corporate credit cards
  • Organizes charitable foundation events and details as well as donations from Vantage executives and vendors on behalf of the family foundation
  • Process daily administrative and schedule support to ensure efficient management of family matters. Schedule doctors’ appointments and reminders.  Access family email while traveling.
  • Communicate with ship captain to verify chartering schedule and handle any maintenance issues. Maintain family storage facility monthly.
  • Inventory and create system for items others might need to access (i.e. safety lock box keys, extra house keys, etc.)
  • Provides daily administrative and schedule support to ensure efficient management of family matters.

Qualifications

  • 10+ years of experience
  • Experience with travel bookings and arranging for domestic and international travel. Ability to handle personal travel scheduling for family members and guests
  • Strong calendar management skills
  • Handles highly confidential matters
  • Proactive, self-starter with the ability to work independently most of the time, structured and mature
  • Well suited to thrive in a fast paced and detailed environment
  • Fast learner, organized and follows up on tasks to ensure completeness
  • Flexibility with schedule and work location. Hours will vary week to week, the family travels a lot in the summer leading to decreased  hours but will pick up during periods while  several projects are going on. Must have flexible availablilty for contact in the event family is traveling and must reach out at later hours.  Working from home and occasionally coming into the Boston office.
  • High ethics, integrity and humility.
  • Excellent communication skills – able to represent the family professionally both verbally and written, with family, friends and professional acquaintances as well as interface with senior and executive level management.
  • Strong computer/technical skills; experience with iphone/ipad, PC and Outlook a must

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