Job Description
Swift Real Estate Partners is growing, and we are looking for a proactive and highly organized Personal Project Manager to provide dedicated support to our CEO/Founder. This isn't your typical assistant role. We need a dynamic "people-person" to act as the primary liaison, managing everything from complex travel logistics and calendar management to specialized personal projects (including planning high-level hunting trips). Why apply?
High Impact:
Directly maximize the CEO's efficiency and leverage their time. Fast-Paced Environment:
Perfect for someone who thrives on variety. Unique Projects:
Focus on both professional and specialized personal tasks. If you are a high-energy problem solver who loves managing the details to make big things happen, we want to hear from you. What kind of things will you be doing? 1. General property management for the CEO's personal residence and properties consisting of: Manage requests to contractors for repairs including any needed follow-up, follow-through, in addition to invoice tracking. Obtaining necessary permits for on-site property projects. Research and negotiate services for vendor-related services and requests. Maintain and enhance relationship-building with contractors, vendors, and property managers. Invoice management to ensure expenses are paid by the due date, in addition to creating forecasts outlining future expenses. 2. Calendar Management:
Monitor and maintain the CEO's calendar to ensure his schedule is current and details are noted, including coordination of his wife's travel arrangements and family related activities. 3. Email Management:
Monitor the CEO's multiple email accounts to ensure he sees/responds to important emails. Ability to respond to emails on his behalf, in his voice, with confidence. 4. Event Management:
Oversee all aspects of event planning for the CEO including creating invitations in Canva and managing events such as: The owner's barn located at Rolling Range Ranch in Martinez, CA The rustic Rainbow Lodge in Soda Springs, CA where you will work closely with the Lodge caretakers Labor Day weekend at the Rainbow Lodge Rolling Range Ranch fundraisers, weddings, memorial services and more Mardi Gras Oversee annual company holiday gift giving to select and coordinate gift distributions and track incoming notes and sending thank you notes. 5. Travel Management:
General travel management to include airline (commercial and private) and hotel reservations; airport transfers; itinerary preparation. 6. Bill and invoice management:
Paying various invoices for the CEO to ensure payment is received by the due date. 7. Personal Health-related Appointments/Prescriptions:
Schedule personal medical and dental appointments and submit receipts and/or invoices for payments. Ensure prescriptions are ordered and delivered. 8. Hunting Excursions:
Oversee and organize the CEO's high-level hunting excursions, both domestic and international, to include: Obtaining hunting permits/licenses Arrange for private or commercial travel arrangements Coordinate for meat to be shipped and processed by meat company. Manage taxidermy matters with coordinating the transportation of mounts to CEO's home and/or other properties. Oversee all aspects of event planning for hunting trips and its guests, including high profile investors from time-to-time. 9. Support to the CEO's Wife with various family tasks: Assist the CEO's wife with scheduling events at the CEO's ranch, family travel arrangements and calendar management, including ensuring she has the CEO's current schedule, and other occasional projects. 10. Annual Tax Return Management:
Gather and track incoming tax materials to be sent in a timely manner to the CEO's CPA. 11. Vehicle Management for CEO:
Oversee and manage maintenance schedules, maintain auto insurance and AAA, vehicle registration and titles. 12. Flexibility to run errands The Ideal Candidate will have all this and more! A warm, people-person who radiates professionalism and positivity, with a strong sense of service. You enjoy working in a fast-paced, at times, stressful environment while handling situations with a high level of grace. Proactive, organized, and discreet individual, with a minimum of 10 years prior experience as a dedicated PA. Outstanding written and verbal communication skills and attention to detail. Bachelor's degree preferred. You are available after hours to respond to calls and text messages. Outstanding MS Office Skills Strong Canva skills to create invitations An excellent teammate willing to roll up your sleeves and help your colleagues out. About Swift:
Founded in 2010 by Christopher Peatross, Swift Real Estate Partners is a vertically integrated real estate operating company focusing on West Coast value-add office and industrial properties. As a premiere West Coast real estate operator and best-in-class, Swift has a proven track record of providing superior risk-adjusted returns to its partners. Swift owns and operates approximately 5 million SF in California, and the Pacific Northwest. About The Benefits:
In exchange for your talents and dedication, Swift is pleased to offer a comprehensive healthcare and flexible spending benefits plan that includes full coverage of the employee's healthcare premiums, and coverage at 50% of the dependent's premiums. In addition, we offer a competitive salary and bonus opportunity, an excellent 401(k) plan with dollar-for-dollar matching up to 4% of your contribution, 13 holidays per year and a Community Service Day, and best of all, a fun and collaborative work environment. Compensation Range for this Position:
$135,000 - $150,000/year Full-time in-office position, Monday through Friday 8:30 a.m. - 5:00 p.m. If you fit the profile above and would like to work for a great company, we look forward to receiving your resume. EOE. M/F/D/V.
Be sure to check out our website at www.swiftrp.com! Thank you for your consideration! Pay:
$135,000.00 - $150,000.00 per year Benefits:
401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Paid time off Retirement plan Vision insurance Application Question(s): Do you have at least ten years of PA experience? Describe the most demanding personality you have supported. In the above situation, how did you adapt your communication style to maintain a productive relationship? Tell me about your experience planning complex logistical projects, such as remote hunting trips or high-end travel. How do you handle licensing, gear transportation, and contingency plans? Describe a situation where you had to juggle multiple urgent, competing projects. How did you prioritize to ensure no critical tasks were overlooked? How do you maintain extreme attention to detail when working under high pressure or with tight, last-minute deadlines? Tell me about a time you made a significant mistake. How did you handle it, and what did you learn. Walk me through your process for creating a comprehensive travel itinerary. What details do you ensure are included for a seamless experience? What would you do if a private flight was canceled, and the executive was stranded with a crucial meeting in two hours? How do you ensure discretion and protect confidential information? Work Location:
In person
