Executive Personal Assistant Required (Palm Beach, FL)

Overview

A private individual is seeking to hire an experienced Executive Personal Assistant. The ideal candidate is a tech-savvy, adaptable, and patient personal assistant with a dynamic and adaptable nature, eager to grow and learn within the role. This could be a great opportunity for a current or former house manager, nanny, or personal assistant for another family office who is looking to hone their skills and expand their network.

Responsibilities:

• Provide comprehensive personal assistance to the Principal and team in daily tasks and activities
• Be the “first line of defense” for the Principal, which may include documents, contracts, agendas, etc. and consult the right people, if/when needed
• Manage and organize schedules, appointments, and travel arrangements for the Principal and team
• Act as a liaison between the Principal and external parties, demonstrating excellent communication skills
• Handle ad-hoc tasks and projects, adapting to the evolving needs of the Principal and team
• Troubleshooting technology (Apple products, M365) and improving efficiency of work
• Listen and participate in meetings as requested by Principal to take notes, action follow-ups, including but not limited to: legal teams, team workshops
• Make and track medical appointments, follow-ups, and schedules
• Helping plan, coordinate travel, book conference rooms and meals for family office team meetings
• Helping plan, book lodging, and arrange travel for family reunions and vacations
• Manage calendars and shared email inboxes for team
• Track expenses and/or project budget for:
• Personal spend and household staff expenses for family office
• Personal or rental/investment real estate
• Coordinate signatures, agendas, meeting minutes, follow-ups as required
• Sorting mail, preapproving bills or expenses, depositing checks, responding to donation solicitations

Schedule: Monday – Friday. Must be able to work from the family office located in Palm Beach, FL. Hours: 8am – 4pm; hybrid eventually but not at the start

Benefits: Benefits package is available (Health insurance, sick days, and discretionary bonuses)

Requirements:

• 4-year college degree
• Minimum of 5 years related experience supporting prominent individuals; both in personal and business capacities
• Excellent references from both current and previous employers
• Prioritize executive tasks and multi-task effectively
• Strong communication skills, both written and verbal (additional language skills are a plus)
• Professional mindset and the utmost discretion
• Ability to work independently
• Detail-oriented with exceptional organizational skills
• Valid United States work authorization
• Demonstrated interest in personal assistant roles, with a willingness to learn and grow within the position.
• Excellent organizational skills and ability to manage multiple tasks efficiently.
• Strong communication and interpersonal skills to foster a positive working relationship with the family office, extended family, and external contacts.
• Enthusiastic, patient, proactive, adaptive personality, aligning with the Principal’s atmosphere and needs