Family assistant

FAMILY ASSISTANT

Personal tasks:

• providing any kind of personal support to all family members;
• organization of private trips for family members-visa support, individual VIP routes, turnkey travel program, search and providing of optimal routes, purchase of air tickets, organization of VIP services at airports, accommodation, including rent of private jets and yachts around the world, restaurant reservations, car rentals, providing options of car transfers, options of guides and coordination of tourist routes in accordance with the preferences of the family;
• communication with travel agencies in order to optimize the best transport and hotel offers;
• control of the validity period of documents and visas;
• organization of doctors’ visits in Russia and abroad;
• organization of delivery of medicines from abroad, if necessary;
• monitoring the work of the family office: drivers, cleaning ladies, security, cooks, etc. (creating and maintaining employees work schedules on a weekly basis, employee vacation schedules, monitoring the calculation of salary payments and bonuses, recruitment of personnel in Russia and abroad, adaptation and introduction of personnel to job responsibilities);
• purchase of plane/ train tickets for staff, if necessary;
• planning, organizing, and preparing schedules of regular general cleanings;
• search for any kind of specialists in Russia and abroad;
• organization of any kind of private events around the world;
• maintaining communication with other employees and service providers, contractors;
• maintenance of proper technical condition of real estate in Russia and abroad, search for specialists to solve technical and repair issues (including swimming pools, saunas, reverse osmosis systems, gardens, plants, aquariums, professional kitchen equipment, gas and diesel generators, interaction with contractors);
• control over the maintenance and cleanliness of the aquarium, offer the most profitable options for purchasing preferred fish species;
• organization of house/ personal belongings movings from one country to another or within one country abroad;
• organization of rental housing in Russia and abroad;
• maintaining and regular amendments introducing into to the Rules, Regulations, job responsibilities of the house staff and other documents;
• maintaining charts and tables in Google docs:

- home maintenance schedule,

- schedule of medical records for all family members;

- preparing schedules of agro-restorative care for the plants on the site and monitoring the implementation;

- work schedule of shift personnel;

- schedule of regular general cleaning by premises;

- schedule of windows cleaning at home;

- schedule of decorative flower planting;

- family travel schedule/ calendar with counting of days of stay per country;

- schedule of bonuses and bonuses accrual;

- staff vacation schedule;

- schedule of family and business holiday greetings in Russia and abroad (Birthdays, New Year's, memorable dates and events);

- gift tables.

- telephone communication and telephone units schedule;

- accounts and loyalty systems schedule (with tracking the validity period of accumulated points and suggesting optimal ways to use them);

• a large number of different orders in Russia and abroad, finding the optimal logistics of delivery to the destination;
• maintaining a Google family calendar;
• active communication with the accounting department in terms of organization of various types of payments for services and invoices;
• comprehensive support of the President and the family on any issues;
• regular communication via Whatsapp, WeChat and other meaning of connections and prompt responses;
• organization of care for burial sites in Russia and abroad;

Business tasks:

• managing the President's work schedule;
• reminders on the upcoming meetings;
• organization of audio and video conferences via ZOOM, Google Meet, and Teams platforms.
• business contacts: correspondence, organization of calls and meetings with partners, contractors;
• organization of business trips and related logistics, finding best routes around the world;
• work with various service and product providers;
• expense reports;
• coordinating office employees’ tasks assignments and meeting deadlines;
• coordinating the work of the Office Manager and Assistant General Director, engaging them to solve various tasks;
• coordinating the work of the office cleaning service, if necessary;
• any other assignments of a different nature.

Requirements:

Higher education;

Competent Russian language;

Fluency in English is mandatory.

Work experience as a Family Personal Assistant with similar responsibilities for at least 3-5 years;

Punctuality, knowledge of business ethics;

Excellent organizational skills;

High level of self-organization;

Work in multi-function mode.

Analytical mindset;

Advanced computer and gadget user; experience working with Google Docs;

Working conditions:

• Employment in accordance with the Labor Code of the Russian Federation;

• Full-time, Monday to Friday, with weekend availability in case of emergency.
• Hybrid work format;

• Official high salary;

• Corporate discount on company products.