Personal Assistant to Busy Beauty Media Executive

Lombard, IL (Hybrid)

Personal Assistant to Busy Beauty Media Executive Location: Central IL (Peoria, Galesburg, Canton, Macomb) **MUST LIVE IN CENTRAL IL  Position Type: Full-Time, On-Call (including evenings and weekends as needed) Reports To: CEO   Position Overview This role is for a highly organized, discreet, and resourceful Personal Assistant who will help manage every detail of a Beauty Media Executive's personal and household life. The ideal candidate thrives on variety, takes initiative, and enjoys ensuring that everything runs smoothly behind the scenes.   From coordinating travel and managing personal appointments to overseeing property maintenance and preparing for guests, this person will ensure that every detail — personal and professional — is handled with precision and care.   This is not a 9–5 job — it’s a role for someone who takes pride in creating order for a busy executive who travels frequently, entertains often, and manages a large lake property.    "No task is too small. No project is too big. Always one step ahead"   Key Responsibilities   1. Personal Assistance & Lifestyle Coordination * Manage CEO's personal calendar, including appointments, events, and travel schedules. * Coordinate personal and business travel — booking flights, hotels, car services, and detailed itineraries. * Help pack and prepare for major events, ensuring wardrobe, accessories, and essentials are organized and ready. * Occasionally travel with CEO to assist during key events or speaking engagements. * Schedule personal services such as hair, makeup, tanning, wardrobe fittings, and wellness appointments. * Provide high-touch support to ensure all personal details — from errands to event logistics — are handled seamlessly. * Maintain smooth communication between CEO's personal and executive life, coordinating as needed with her team. * Serve as a trusted extension of Mary’s time and priorities, anticipating needs before being asked. 2. Administrative & Financial Support * Manage and track personal and household bills using QuickBooks, ensuring accuracy and timely payment. * Coordinate with accountants, attorneys, and financial advisors on personal matters. * Maintain organized digital and physical records, including receipts, contracts, and warranties. * Handle reimbursements, renewals, and insurance paperwork. * Organize personal files, contacts, and travel documentation. * Assist with scheduling and communication related to personal and household finances. 3. Property & Household Management * Oversee day-to-day operations of a 200-acre lake property, ensuring all systems, maintenance, and vendors are managed efficiently. * Coordinate service providers including landscapers, security services, contractors, cleaners, painters, and other specialists. * Manage home improvement projects — such as deck construction, dock installation, or seasonal maintenance — from concept to completion. * Visit the property (every 1–2 weeks) to ensure everything is in order, especially during travel periods. * Prepare the home for weekend guests, ensuring rooms are ready, groceries are stocked, and the house is welcoming. * Arrange travel and accommodations for guests, and coordinate with chefs, caterers, or event staff for dinners and parties. * Anticipate guest needs and ensure seamless hospitality experiences. * Handle errands such as mail, dry cleaning, deliveries, and organizing household supplies. Qualifications * Minimum 3 years’ experience as a Personal Assistant, Executive Assistant, or Estate/Household Manager. * Proficiency in QuickBooks, Google Workspace, and modern organizational tools. * Strong written and verbal communication skills. * Exceptional organizational and multitasking abilities. * Tech-savvy, resourceful, and solutions-oriented. * Maintains strict confidentiality and professionalism at all times. * Valid driver’s license and reliable transportation. * Must be flexible and available for occasional evening or weekend tasks. Ideal Personality * Calm, proactive, and intuitive — thrives in a fast-paced, ever-changing environment. * Enjoys organizing chaos and making life run more smoothly. * Willing to jump into any task — from booking a flight to managing a property project. * Loyal, dependable, and discreet — with a “get it done” attitude. * Anticipates needs before being asked and follows through with excellence. Compensation * Competitive salary based on experience. * Flexible hybrid structure (remote and in-person as needed).