Personal/Admin Assistant

Job Overview
Oppenheim Architecture is seeking a highly organized and proactive Personal/Admin Assistant to support the Principal, his family, and his wife’s company. This role blends executive-level support with personal and family assistance, ensuring seamless integration of business, household, and family needs.

The ideal candidate will be resourceful, detail-oriented, and capable of anticipating needs, handling sensitive matters with discretion, and managing multiple priorities in a fast-paced environment. This position requires someone who is flexible, able to work beyond traditional business hours when needed, and comfortable providing both professional and personal support.

Primary Role and Responsibilities

Administrative Support:

• Manage the Principal's calendar and ensure coordination of business, personal, and family activities.
• Coordinate travel arrangements (domestic and international) for the Principal, family, and staff.
• Track and manage the Principal’s speaking engagements and other professional obligations.
• Assist with managing rental properties, including communication with tenants, property managers, and staff.
• Provide administrative support for the Principal’s spouse, including calendar and travel coordination.

Personal & Family Assistance:

• Manage the family calendar, ensuring all events and activities are scheduled.
• Handle personal appointments, errands, and household management for the Principal and family.
• Coordinate personal travel, combining business and leisure when needed.
• Manage household bills, memberships, insurance, and financial matters for the Principal.
• Keep legal documents and credentials up to date.
• Plan and organize private events, including dinners, holidays, and special occasions.
• Ensure special occasions are remembered with appropriate gifts and arrangements.

Family & Childcare Support:

• Provide occasional childcare, including transportation and supervision.
• Assist with schoolwork, meals, and care when parents are unavailable.
• Oversee childcare staff, including nannies and tutors.
• Coordinate extracurricular activities, sports, and weekend plans for the children.

Household & Lifestyle Management:

• Oversee grocery shopping, meal planning, and sourcing food based on dietary preferences.
• Maintain household inventory and ensure necessary items are stocked.
• Manage household maintenance and vendor services.
• Work with housekeeping and service providers to maintain a well-organized home.
• Assist with pet care, including appointments and arranging pet sitters

Qualifications

• Proven experience as a Personal Assistant or in a similar administrative role.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Proficiency in computer literacy, including Microsoft Office Suite and other relevant software applications.
• Excellent written and verbal communication skills.
• Experience with project coordination is preferred but not required.
• Familiarity with DocuSign or similar electronic signature platforms is a plus.
• A customer-focused attitude with strong interpersonal skills.
• Ability to work independently while also being an effective team player.