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

Apply

To Apply

Lily Pond Services welcomes all qualified candidates to pursue our current open positions and apply to those of interest. For a full list of positions, please see below or click below or follow the link listed below: In addition, kindly review the following helpful information prior to submitting your application:

Nondisclosure Information:

Due to the highly discreet nature of each position and the confidentiality required for all of our jobs, no personal information will be provided regarding our clients until further interview stages have been reached. Please keep in mind, some positions may require candidates to submit a Confidentiality/Nondisclosure Agreement.

Application Timeline:

Once an application has been received for processing, candidates will receive a verification email. If we feel your experience suits the needs of the position, we will reach out to you. Please understand that an in-person interview may be required.

No-fee Policy:

Candidates will never be charged a fee from Lily Pond Services LLC for applying to a position listed on our website or entering into a contract with one of our clients after completing the interview process.

Pre-Interview Check-list:

If you are invited to an interview, please be prepared with the appropriate documents and information, including: - two printed copies of your resume or work history - printed letters of recommendations (optional) - photo ID - proof of employment authorization, such as a Green Card

Please upload your CV/resume in .pdf, .doc or .jpg or any other relevant file. .docx is not supported for security reasons Max. file size: 2 MB.

About Lily Pond Services

Lily Pond Services is a bespoke domestic staffing firm that partners with families to find experienced domestic staffing professionals for their homes and family offices. At Lily Pond, you can connect with confidence through our trusted and customized placement process. We use a thorough and efficient placement process to help find the staff that is right for your specific needs.