Overview
A highly trusted, detail-oriented, professional and responsible full-time executive personal assistant is sought to manage the day-to-day personal, administrative, charitable, and select business-related activities of a busy Principal. This role requires exceptional organizational capability, sound judgment, discretion, and the ability to anticipate needs in a dynamic, fast-paced environment. The position interfaces across personal, household, philanthropic, and select business initiatives, requiring seamless coordination with team members, vendors, and external stakeholders.
In-office presence is expected four (4) days per week during the on-boarding period, and hybrid work opportunities with significant flexibility will be offered thereafter. The Principal is respectful of boundaries and work-life balance, with total hours typically below 50 per week.
Relocation will be offered to those candidates not local to West Palm Beach.
Responsibilities
Key Responsibilities:
Principal Support & Calendar Management
- Manage complex personal and professional calendars, including scheduling, prioritization, and conflict resolution
- Assemble all relevant briefing materials and post to calendar appointment to ensure the Principal is well-prepared for all engagements
- Coordinate and confirm all meetings, appointments, reservations, and social commitments
- Maintain awareness of evolving priorities, proactively adjust schedules, and prioritize correspondence accordingly
Communication & Correspondence
- Draft, review, manage and prioritize email according to Principal’s evolving filters with accuracy and professionalism
- Interface with internal team members, external partners, and social contacts with discretion to maintain strict confidentiality across all communications and materials
- Prepare event invitations, manage responses, and draft thank-you notes and related correspondence, ensuring flawless execution, precise distribution, and tone appropriate to each occasion
Event Planning & Hospitality Coordination
- Support planning and hosting private events, dinners, and social gatherings
- Coordinate vendors, logistics, staffing, and timelines
- Oversee menu planning, dietary restrictions, seating arrangements, and guest experience
- Ensure events are executed to a high standard consistent with the family’s expectations
Travel Planning & Special Requirement Verification
- Coordinate closely with the Patriarch’s Executive Assistant to ensure alignment and coordination of all travel-related logistics and schedules
- Verify that all accommodations, transportation, and environments meet the Principal’s specific requirements, including heightened sensitivity considerations (e.g., chemical exposures, fragrances, cleaning protocols)
- Proactively identify and mitigate potential risks or disruptions to travel plans
- Develop and maintain detailed contingency and alternative plans to ensure seamless execution under changing conditions
Philanthropy & Foundation Support
- Provide administrative and operating support for charitable foundation activities
- Coordinate meetings, initiatives, and correspondence related to philanthropic efforts
- Track commitments, events, key relationships, donations, receipts, attendees and interested parties
Household Coordination & Personal Affairs
- Liaise with estate staff, vendors, and service providers to ensure smooth household operations and assist in developing and maintaining household systems, manuals, and inventories
- Oversee select projects related to residences, personal logistics and special accommodation
- Manage errands and day-to-day personal requests as needed and upon request
Project Management & Special Initiatives
- Support business development and organizational efforts across select initiatives (e.g., publishing, digital/media projects)
- Coordinate and execute special projects from inception through completion
- Develop presentations and materials (PowerPoint, reports, summaries) and maintain organized digital and physical archives
Administrative
- Maintain contact databases and track important dates, relationships, and commitments
- Organize records and ensure accessibility of key documents
- Demonstrate strong follow-through and accountability across all responsibilities
- Other duties as assigned
Technology & Systems Expertise
- Utilize advanced Microsoft Excel for data tracking, reporting, and analysis (pivot tables, formulas, dashboards)
- Manage executive communications and scheduling using Microsoft Outlook, including calendar optimization and inbox prioritization
- Design visually engaging presentations, documents, and social/media materials using Canva.
- Utilize Basecamp to manage specific technology development projects
- Maintain and organize digital files and workflows across platforms such as Google Workspace, SharePoint, or Dropbox
Qualifications
- Bachelor’s degree preferred
- 5+ years of experience as a Personal Assistant, Executive Assistant, or similar role in a private household or family office environment
- Demonstrated experience managing complex calendars, travel, and high-touch environments
- Exceptional organizational and time management skills with strong attention to detail
- High level of discretion, judgment, and professionalism
- Ability to operate independently while coordinating effectively with a broader team
- Valid driver’s license and willingness to run errands as needed
- Discretion and confidentiality
- Anticipatory thinking and proactive execution
- Strong organizational discipline and prioritization
- Poise under pressure in a dynamic environment
- Flexibility and responsiveness
Requirements
- This role calls for a high degree of flexibility and responsiveness, along with a willingness to work outside traditional business hours—including evenings, weekends, and holidays—on an as-needed basis to support the Principal’s evolving schedule and time-sensitive prioritie
- The candidate is expected to travel to high profile charitable events, public appearances (panels, podcasts, etc.), and large-scale hospitality events, plus miscellaneous other travel as required
Salary and Benefits
- Base Salary: $130,000 – $165,000+
- Annual Bonus: 10% – 20% of base salary
- Benefits:
- Health Insurance, Dental, Vision, and Ancillaries
- 401K with matching after vesting period
- Paid time off and holidays
