Discreet Executive Assistant to Private Family Office

Mannis Group Inc.; Florida; On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

Health insurance coverage.

Retirement plan participation.

Paid time off

Job summary

Mannis Group Inc. in Jupiter, FL seeks a polished Executive Assistant to support Mrs., President of the family foundation, and assist Mr. primarily with scheduling.

This is a hands‑on role in a small, close‑knit team for someone who is highly reliable, accurate and proactive and who anticipates needs before they are asked. Based at the Family Office in Jupiter with occasional travel to the Florida ranch and New Jersey trips, the role requires after‑hours availability and a calm, organized

Qualifications

• 5+ years as an Executive or Personal Assistant supporting a very busy family, household or family office.
• Demonstrated discretion and confidentiality, confirmed through references.
• Strong calendar, email and travel‑planning skills.
• Proficiency with Microsoft Office and Outlook or Google Workspace.
• Familiarity with electronic‑signature platforms.
• Excellent written communication and attention to detail.
• Calm, proactive and resourceful under pressure.
• Strong follow‑through and ability to anticipate needs.
• Flexibility and comfort supporting two principals.
• Willingness to respond promptly when genuinely urgent matters arise after hours.

Responsibilities

• Maintain Mrs.’ calendar and schedule personal appointments, dining and other commitments.
• Handle Mr.’s business meetings and personal appointments.
• Schedule medical appointments and coordinate related logistics.
• Review the family’s master travel schedule for accuracy and completeness.
• Schedule and coordinate Mr.’s hunting trips, including required licenses and permits.
• Prepare briefing notes before meetings, trips and events and occasionally attend meetings to take notes.
• Maintain an action list of open requests, owners and due dates.
• Provide a regular one‑page summary of open items, upcoming dates and decisions needed.
• Research, plan and book flights, hotels, ground transportation, travel documents and visas for the family and extended family.
• Produce a clear trip sheet/itinerary for every trip and monitor passport and visa expirations.
• Coordinate passenger lists, departure times and transportation to and from aircraft and vessels.
• Support private‑aircraft arrivals and departures at the local private terminal when needed.
• Coordinate approximately twice‑yearly New Jersey trips and occasional trips to the family’s Florida ranch.

Skills

Discretion

Calendar management

Travel planning

Communication

Reliability

Flexibility

Availability

Tools

Microsoft Office

Outlook

Google Workspace

Electronic-signature platforms

Job description

Mannis Group Inc. in Jupiter, FL seeks a polished Executive Assistant to support Mrs., President of the family foundation, and assist Mr. primarily with scheduling.

This is a hands‑on role in a small, close‑knit team for someone who is highly reliable, accurate and proactive and who anticipates needs before they are asked. Based at the Family Office in Jupiter with occasional travel to the Florida ranch and New Jersey trips, the role requires after‑hours availability and a calm, organized