Executive Personal Assistant

Pocketbook Agency; Los Altos (CA); On-site; USD 157,500 - 192,500; Full time

Benefits offered by this job

Healthcare stipend

Additional benefits

Job summary

Pocketbook Agency is seeking an experienced Executive Personal Assistant in Los Altos, California, to manage personal, administrative, and day-to-day family operations. The ideal candidate will have 7+ years in similar roles, supporting high-net-worth families, and possess excellent organizational, project management, and communication skills.

This role offers a salary of up to $175,000+ DOE with additional benefits. Responsibilities include managing family calendars, coordinating logistics, and providing hands-on support in a dynamic environment.

Qualifications

• 7+ years of experience as an Executive Personal Assistant, Personal Assistant, or Family Assistant.
• Experience supporting high-net-worth individuals and families.
• Meticulous attention to detail.

Responsibilities

• Manage complex family calendars and appointments.
• Coordinate travel logistics and itineraries.
• Research and manage personal correspondence.

Skills

Organizational skills

Project management

Communication skills

Problem-solving skills

Discretion and professionalism

Education

Bachelor's degree preferred

Tools

Google Workspace

Task management systems

Job description

A private family in Los Altos is seeking an experienced Executive Personal Assistant to serve as a trusted partner in managing the family's personal, administrative, and day-to-day operations. This role supports a busy dual-career household with three school-age children and requires an individual who is highly organized, proactive, resourceful, and discreet. The ideal candidate is skilled at anticipating needs, managing competing priorities, and creating systems that ensure seamless execution across family logistics, travel coordination, scheduling, and special projects.

Key Responsibilities

• Manage and maintain complex family calendars, including school schedules, extracurricular activities, appointments, travel, social commitments, and personal deadlines
• Coordinate family logistics, school communications, medical appointments, registrations, special events, and milestone celebrations
• Research, plan, and coordinate domestic and international travel, including flights, accommodations, ground transportation, dining reservations, activities, and detailed itineraries
• Manage personal correspondence, administrative tasks, and a wide range of special projects
• Conduct research, gather recommendations, evaluate options, and present organized information to support informed decision-making
• Coordinate reservations, memberships, gifting, and personal purchases as requested
• Liaise with service providers and vendors to schedule appointments and ensure timely completion of requested services
• Track important deadlines, renewals, subscriptions, and family commitments
• Create and implement systems, processes, and organizational tools that improve efficiency, communication, and overall family operations
• Anticipate needs, proactively solve problems, and ensure seamless execution across all personal and family-related activities
• Provide flexible, hands-on support as priorities evolve in a fast-paced and dynamic environment

Key Qualifications

• 7+ years of experience as an Executive Personal Assistant, Personal Assistant, Family Assistant, or similar role
• Experience supporting high-net-worth or ultra-high-net-worth individuals and families
• Exceptional organizational, project management, and communication skills with meticulous attention to detail
• Ability to manage multiple priorities while maintaining discretion, professionalism, and sound judgment
• Strong problem-solving skills with a proactive and solutions-oriented mindset
• Bachelor's degree preferred
• Proficiency with Google Workspace, shared calendars, task management systems, and modern productivity tools

Compensation: Up to $175,000+ DOE, plus healthcare stipend and additional benefits

Pocketbook Agency is acting solely as a recruiting and placement firm for this position and is not the employer of record for this role unless otherwise explicitly stated. All hiring decisions, compensation, benefits, and employment terms are determined by the client employer. By applying, you acknowledge that submission of an application does not guarantee placement or employment.

Pocketbook Agency is an equal opportunity recruiting firm and does not discriminate in its recruiting, screening, or placement practices based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.