Executive Personal Assistant

Following Seas Recruiting
-Miami Beach, FL, United States

Tagged: Executive Personal Assistant

Job Title: Executive Personal Assistant to UHNWI

Location: Miami, Florida

Schedule: Full-time, on-site, with flexibility for evenings, weekends, and travel as needed nationally and internationally

We are seeking a highly experienced, long-term Executive Personal Assistant to support an ultra–high-net-worth individual (UHNWI) across both business and personal domains. This right-hand role requires exceptional judgment, complete discretion, and a demonstrated track record of multi-year tenures with busy principals, family offices, or private households.

The individual will have 8-10 years of experience as an EPA

The Executive Personal Assistant (EPA) will manage complex calendars, high-volume communications, extensive travel, and day-to-day personal and household needs, ensuring the principal’s life is running smoothly at all times. The ideal candidate thrives in a fast-paced, ever-changing environment, anticipates needs, and is committed to a long-term partnership.

Executive & Administrative Support

• Manage complex, ever-changing calendars for business and personal commitments, ensuring the principal is always in the right place at the right time.
• Coordinate and confirm meetings, calls, appointments, and events, including preparation of agendas, materials, and follow-up actions.
• Handle high-volume email and message management, drafting, prioritizing, and responding on behalf of the principal where appropriate.
• Act as gatekeeper, managing all inbound requests and access to the principal, and exercising strong discretion and judgment.
• Prepare, edit, and manage documents, presentations, and correspondence related to both business and personal matters.

Personal & Lifestyle Management

• Provide high-touch, personalized support to the principal and family, ensuring day-to-day needs are anticipated and addressed proactively.
• Coordinate personal appointments (medical, wellness, beauty, social engagements, children’s activities, etc.)
• Plan and execute personal and social events, from intimate dinners to larger-scale gatherings, including guest management and vendor coordination.
• Assist with personal shopping, gifting, wardrobe coordination, and special purchases, including tracking key dates and occasions.
• Handle personal errands and ad hoc requests with a hands-on, no task too small mentality.

Travel & Logistics

• Plan, book, and manage complex domestic and international travel for the principal and family, including private aviation, accommodations, ground transportation, and detailed itineraries.
• Adjust travel plans quickly in response to changing priorities, often on short notice and across multiple time zones.

Household & Estate Coordination

• Liaise with household staff, estate managers, and vendors to ensure smooth daily operations at one or more residences.
• Coordinate maintenance, repairs, and property projects, ensuring minimal disruption to the principal.
• Oversee vendor relationships (e.g., contractors, security, housekeeping, landscaping, drivers, caterers) and ensure high service standards.
• Track household inventories and special assets as needed (e.g., wine, art, vehicles), in coordination with relevant staff or advisors.
• Manage and reconcile personal and household expense reports, credit cards, and receipts with meticulous accuracy.
• Assist with bill payment schedules, vendor invoices, and household budgets as directed.
• Coordinate with family office, accountants, wealth managers, and other advisors for documentation and information requests.

Relationship Management & Representation

• Serve as a professional representative of the principal in interactions with family members, staff, business associates, and external partners.
• Build and maintain strong relationships with key contacts, understanding priorities and preferences to facilitate smooth communication.
• Maintain the highest level of confidentiality and discretion at all times, with impeccable judgment about sensitive information.

Longevity & UHNWI-Focused Expectations

• Demonstrate a consistent history of long-term employment (ideally 5–10+…