Elite Executive Personal Assistant: Family & Estate Ops

Pocketbook Agency; San Francisco (CA); Hybrid; USD 125,000 - 150,000; Full time

Benefits offered by this job

Excellent benefits package

Discretionary bonus

Job summary

Pocketbook Agency seeks an Executive Personal Assistant in San Francisco to serve as the organizational force behind a busy family. The role blends personal and professional tasks, including scheduling, travel, property management, and vendor coordination, with confidentiality and independent work style valued.

The position is hybrid, supporting both home and office environments, Monday–Friday with occasional weekend coverage.

Qualifications

• 3–6 years of executive or personal assistant experience, ideally supporting UHNWI, founders, or C‑level executives and their families.
• Strong tech skills with Outlook, Google Workspace, Slack, Airtable, and an interest in AI and automation.
• Exceptional attention to detail and the ability to anticipate needs and prevent issues.
• Confident, direct communicator with high emotional intelligence and strong written and verbal skills.
• Proactive problem solver, comfortable with ambiguity and independent decision making.
• Hospitality mindset, responsive after hours and on weekends.
• Proven track record of trust and discretion with sensitive information.

Responsibilities

• Serve as gatekeeper for personal and household requests, building organized systems and delegating tasks to staff or vendors.
• Oversee operations and maintenance of primary and secondary residences, including proactive maintenance logs and coordinating with property management firms.
• Manage household vendors, deliveries, and maintenance with focus on quality.
• Handle errands and personal tasks (shipping, shopping, ad hoc requests).
• Coordinate family travel: bookings, itineraries, packing lists, issue resolution mid-trip.
• Review, triage, and respond to email with proper prioritization.
• Provide regular status updates to the EA using task management software.
• Back up the EA on calendaring and travel arrangements as needed.
• Assist plan and execute parties and events (guest lists, invites, RSVPs, catering, menus).
• Maintain household inventory, SOPs and house manuals, expense tracking, and digital filing.
• Coordinate car maintenance and detailing.
• Help care for family pets (dog walker, vet, grooming).

Skills

Executive/Personal Assistant

Outlook

Google Workspace

Slack

Airtable

AI & Automation

Attention to detail

Communication

Independent decision-making

Discretion & confidentiality

Tools

Outlook

Google Workspace

Slack

Airtable

Job description

Pocketbook Agency seeks an Executive Personal Assistant in San Francisco to serve as the organizational force behind a busy family. The role blends personal and professional tasks, including scheduling, travel, property management, and vendor coordination, with confidentiality and independent work style valued.

The position is hybrid, supporting both home and office environments, Monday–Friday with occasional weekend coverage.