Executive Personal Assistant

A highly confidential high-net-worth family office is seeking an experienced Executive / Personal Assistant to provide seamless support to the Chief of Staff and Chief Executive Officer. This role requires a polished, highly organized professional who thrives in a fast-paced environment and can manage both executive and personal matters with discretion, urgency, and exceptional attention to detail.

The ideal candidate operates with a “no task too big or too small” mindset and approaches the role with a strong sense of ownership, flexibility, and service.

• Provide high-level executive and personal support to the CEO and Chief of Staff.
• Manage inbound and outbound communications including emails, phone calls, mail, couriers, and deliveries.
• Screen calls, transcribe voicemail messages, and maintain detailed communication logs.
• Prepare meeting materials, conduct research, and compile information ahead of meetings and appointments.
• Maintain comprehensive and accurate contact databases and filing systems.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.

• Manage complex business and personal calendars, proactively identifying scheduling conflicts and priority issues.
• Coordinate and confirm appointments, meetings, reservations, and events.
• Arrange domestic and international travel including flights, accommodations, ground transportation, and itineraries.
• Coordinate transportation logistics between residences, offices, airports, meetings, and private events.
• Draft detailed travel itineraries and supporting materials for review and approval.
• Serve as a primary liaison for vendors, contractors, and household service providers.
• Coordinate routine maintenance, repairs, and service appointments for offices and properties.
• Oversee vendor access to properties and monitor projects through completion.
• Track invoices, contracts, proposals, timelines, and deliverables for leadership review.
• Assist with household operations, estate logistics, and staff coordination as needed.
• Respond promptly to urgent property or vendor matters and elevate issues appropriately.

• Support the organization and upkeep of offices, residences, aircraft, staff quarters, and storage spaces.
• Coordinate stocking and replenishment of office, household, and personal supplies.
• Assist with event coordination alongside household and support staff.
• Maintain organized digital and physical filing systems.

• Provide regular updates to the Chief of Staff regarding ongoing tasks, schedules, and vendor activity.
• Maintain responsiveness during business hours and remain available for urgent after-hours matters when necessary.
• Utilize communication platforms including phone, email, and Whats App appropriately based on urgency.
• Exercise strong judgment and problem‑solving skills in a constantly evolving environment.

• Prior experience supporting high-level executives, principals, or family office leadership required.
• Exceptional organizational and project management skills with strong attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast‑paced, high‑expectation environment.
• Strong discretion and experience handling confidential information.
• Tech savvy with advanced proficiency in Microsoft Office Suite, particularly Outlook.
• Self‑starter with a proactive, solutions‑oriented mindset.
• Flexible and adaptable with a “no task too big or too small” attitude.
• Valid driver’s license required.

• Reports directly to the Chief of Staff.
• Position is fully onsite in Miami, Florida.
• This role requires flexibility and a 24/7 mindset for urgent matters when needed.
• Outstanding professional references required.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Initiative for Hiring.