Personal Assistant at Hehbahn Media

Position Entailments:

• Primary entailments & responsibilities will include ensuring the smooth running of the household, performing administrative and household tasks.

Errands:

• Dry cleaning, shopping, deliveries.
• Shipping and tracking various packages; manage returns.
• Personal shopping as requested.

Household:

• Perform weekly walkthroughs using household checklists to identify action items.
• Schedule and work closely with other staff on various household vendors and contractors.
• Identify and oversee various household projects as needed.
• Keep an inventory of all household supplies (light bulbs, batteries, cleaning supplies), and restock as needed. Be mindful of expiration dates.
• Keep an inventory of personal items for principals, and restock as needed. Manage PAR lists.
• Assist with inventory of all items in storage.
• Maintain and update household manuals.
• Maintain an approved products list for home and personal items, including sourcing information.
• Shop for household items as needed.
• Secure residence at end of the day when needed – all doors locked, security system armed.
• Light household chores.
• Prepare home for occasional events. Coordinate with vendors for holiday decor (Halloween, Christmas).

Administrative/Office:

• Respond to incoming calls and greet guests.
• Oversee onsite vendors as needed.
• Demonstrate excellent email etiquette, concise and accurate communications.
• Blind copy email messages to Principals. Maintain strictest confidences--never disclose Principals’ contact information.
• Maintain Principals’ personal Google calendars (separate from professional calendars).
• Schedule personal appointments. Calendar items forwarded by Principals.
• Update and maintain Google Contacts. Ensure information is synced to phones.
• Maintain a filing system for household needs (e.g. car registrations, maintenance contracts, warranties, contractor bids, etc.).
• Order home office supplies and monitor inventory.
• Email a daily activities report to Principals.

Other:

• Track birthdays and other important dates.
• Purchase gifts, develop and maintain gift tracker, and review and audit receipts.
• Prepare and submit expense reports.
• Occasional wardrobe maintenance i.e. schedule tailor, cobbler, etc.
• Work with travel concierge and accountant as needed.
• Plan and coordinate family activities and events.
• Assist with personal projects.

Position Requirements

• Based in the Dainfern Area
• Has his/her own motor vehicle.
• Has his/her own living space - this is a live-out position.
• Able to work legally in South Africa with a valid passport, driver’s license, and clean driving record.
• Able to travel with little notice.
• Able to withstand deep background, credit, and reference checks.
• Willing to take a pre-employment physical, psychological exam and drug screen.
• Have experience in hospitality industry or worked for family office.
• Vault-like ability to maintain confidentiality and be ultra discreet.
• Matriculation is a must & university graduation preferred.
• Typical 8:30 a.m. - 5:00 p.m. work schedule, with the flexibility to work weekends and evenings.
• Excellent command of the English language, both written and spoken.
• Personable and polite, with excellent people skills.
• A Virgin Active Membership.
• Photography, videography & post-editing Skills
• Negotiation Skills

Character Sketch:
To be sure that you'd not only be able to survive this position but more importantly be the right fit for William, you'd have to be an individual of this character:

• Not scared of their principal, is able to convey their own thoughts and opinions that may be in conflict with their principals'
• Comfortable and great on the phone.
• Has a pleasant voice.
• Dresses to be attractive to the eyes (Not seductive!)
• Strong work ethic, reliable, punctual, and honest. 
• Practical and efficient.
• Technically savvy. Familiar with Gmail, Google Docs, Google Sheets and Calendar. Resourceful in terms of internet search and online shopping.
• Comfortable with iPhone or Android, including texting, camera phone, and smartphone apps.
• Highly organised, meticulous, detail-oriented and thorough. Able to multitask and prioritise well.
• Positive attitude, team player, capable of working well with a vast array of high-quality vendors.
• Proactively identifies and resolves problems.
• Able to work independently, but takes direction well from Principals.
• Able to perform physical, hands-on tasks in order to assist the household and staff office to run well. Must be able to lift 40 pounds.
• Flexible and able to accommodate spontaneous changes to routines and plans.
• Able to travel with Principals to assist.
• Long-term intent.
• Learn from mistakes
• Brave to face and admit the truth. Learns and grow from mistakes. Makes thoughtful choices and changes to avoid mistakes or at least low-cost mistakes. High-cost or repeated mistakes will lead to disciplinary action.
• Finish duties conscientiously, effectively and promptly.
• Be dedicated. Keep improving.
• Conducts Due diligence and is accountable.
• Thinks and act independently.
• Does not complain or shy away from assigned works. Confronts difficulties bravely. When the going gets tough, the tough get going.