Personal Assistant Job at Career Group, San Francisco, CA

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  • Career Group
  • San Francisco, CA

Job Description

Salary: Competitive base + bonus & benefits

A high-profile household is seeking a polished, service-driven Personal Assistant to provide comprehensive support across personal scheduling, travel coordination, household management, and lifestyle needs. This role requires exceptional organization, discretion, and the ability to anticipate needs in a fast-moving environment.

The ideal candidate is a seasoned PA or senior administrative professional with a concierge mindset, outstanding communication skills, and a proven track record supporting principals at the highest level. Flexibility, professionalism, and a commitment to excellence are essential.

Key Responsibilities


Personal Support


  • Manage and coordinate all personal appointments, including medical, dental, wellness, and specialty care
  • Maintain personal health records and related documentation
  • Oversee medical and dental invoices, insurance claims, and reimbursement workflows
  • Track family birthdays, anniversaries, and key events; manage RSVPs and update calendars with detailed logistics (dress code, transportation, lodging, parking, etc.)
  • Research and procure fashion items, wardrobe pieces, and specialty brands as requested
  • Assist with personal and family event planning, holiday gifting, and special projects
  • Manage annual holiday initiatives including employee gifting, family gifting, and card distribution


Travel Management


Pre-Travel Coordination
  • Plan, organize, and execute all personal and business travel arrangements
  • Build detailed, end-to-end itineraries tailored to principal preferences
  • Research and coordinate flights, hotels, dining, wellness services, and local activities
  • Ensure all travel documentation (passports, visas, Global Entry, etc.) is current
  • Coordinate with private aviation, car services, and ground transportation
  • Manage travel budgets, expenses, and reward points/miles with prior approval


During Travel
  • Monitor flight status and anticipate changes or delays
  • Provide real-time updates, itinerary adjustments, and ongoing support
  • Ensure seamless communication and accessibility throughout the trip


Post-Travel
  • Coordinate follow-up tasks, thank-you notes, and debriefs
  • Stay current on travel trends, safety updates, and best practices


Household Support
  • Travel to various residences as needed to oversee maintenance and service provider appointments
  • Coordinate household vendors (HVAC, appliances, landscaping, plumbing, repairs, etc.)
  • Manage household staff schedules across multiple properties
  • Prepare homes for guest arrivals and ensure optimal readiness and comfort
  • Maintain household manuals, property records, warranties, and inventory documentation
  • Oversee vehicle registrations, service schedules, and compliance requirements
  • Handle personal shopping, household errands, and specialty procurement
  • Track and manage deliveries across multiple residences
  • Coordinate returns, exchanges, and courier shipments (UPS, USPS, FedEx)


Qualifications
  • Minimum 10 years of administrative experience supporting C-suite or high-profile individuals
  • Advanced proficiency in Microsoft Office and Google Workspace
  • Expertise in complex calendar management, scheduling, and task prioritization
  • Polished written and verbal communication skills
  • Demonstrated ability to maintain confidentiality and exercise discretion at all times
  • Highly organized, detail-oriented, proactive, and adaptable
  • Professional, approachable, and service-oriented demeanor
  • Ability to work flexible hours, including evenings, weekends, and holidays as needed
  • Concierge-level mindset with anticipatory thinking and exceptional follow-through


We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. California applicants, please view our Privacy Notice here:

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative

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Job Tags

Full time, Work at office, Local area, Flexible hours, Afternoon shift,

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