Executive Personal Assistant

Mysmartjobboard; Miami (FL); Hybrid; USD 150,000 - 160,000; Full time

Benefits offered by this job

Health insurance

PTO

Holiday observances

Job summary

Mysmartjobboard seeks an experienced Executive Personal Assistant to support the CEO of a growing Family Office and family in a hybrid role. The ideal candidate will be highly organized, discreet, and relationship‑oriented, thriving in a collaborative environment while handling executive, personal, and household tasks.

Responsibilities include calendar management, travel planning, document prep, and coordination with staff and vendors, all while maintaining confidentiality and professionalism.

Qualifications

• Minimum seven years supporting a Family Office or UHNW principal.
• Prior Family Office experience preferred.
• Undergraduate degree or equivalent professional experience.
• Excellent verifiable references and a proactive can-do attitude.
• Strong communication, interpersonal and organizational skills.
• Discreet and capable of maintaining strict confidentiality.

Responsibilities

• Manage CEO calendar, schedule meetings, handle correspondence and tech setup.
• Oversee daily admin operations: phones, mail, supplies, and logistics.
• Arrange business and family travel (domestic and international).
• Prepare expense reports, presentations, and personal documents.
• Handle confidential communications with discretion and professionalism.
• Coordinate with family office staff, household staff and vendors.
• Support family logistics, scheduling and special projects.
• Assist with invitations, gifting, decor, and events.

Skills

Executive support

Calendar management

Travel planning

Communication

Discretion/confidentiality

Education

Bachelor's degree

Tools

Microsoft Office

Job description

We are seeking an experienced Executive Personal Assistant to support the CEO of a growing Family Office and their family. This hybrid role combines executive, personal, household, and family support and requires someone who is equally comfortable navigating business and personal responsibilities. Prior Family Office experience, sound judgment, and a proactive, service-oriented approach are essential.

The ideal candidate is smart, dynamic, and relationship-oriented, with a naturally extroverted personality and the ability to thrive in a collaborative environment. Highly organized, discreet, and adaptable, they will serve as a trusted partner to the principal and his family while contributing positively to a growing office culture.

Responsibilities

• Skillful management of a dynamic calendar
  • Coordinate meetings, handling scheduling, technology setup, and correspondence
  • Prioritize competing demands, anticipate needs, and optimize day-to-day efficiency for the CEO
  • Make reservations and schedule appointments
  • Coordinate business, family, and school calendars
• Manage day-to-day administrative operations for a growing Family Office, ensuring the office runs smoothly and efficiently, including oversight of phones, mail, supplies, and office logistics
• Arrange all aspects of business, personal, and family travel (domestic and international)
• Prepare expense reports, presentations, correspondence, and other business and personal documents
• Handle confidential communications and correspondence with discretion and professionalism
• Support household logistics, vendor management, inventory, and residential projects, including renovations and construction-related coordination as needed
• Coordinate with Family Office staff, household staff, and vendors, including meeting vendors at the residence as needed
• Maintain professional and personal contact databases
• Assist with business, Family Office, household, and special projects
• Support family logistics and scheduling as needed
• Manage invitations, charitable requests, gifting, holiday cards, seasonal décor, and special occasions
• Perform research, gather pricing quotes, and run errands as needed

Qualifications

• Minimum seven years' experience supporting a Family Office, private principal, founder, CEO, or UHNW family
• Prior Family Office experience strongly preferred
• Excellent verifiable references
• Undergraduate degree or equivalent professional experience
• A natural "can-do" attitude toward a wide variety of tasks
• Exceptional communication, interpersonal, and organizational skills
• Reliable, proactive, with a strong work ethic
• Naturally outgoing, engaging, and relationship-oriented, with the ability to positively contribute to a collaborative office culture.
• Discreet and capable of maintaining strict confidentiality
• Skilled in problem-solving and adaptable to frequent changes
• Proficient in Microsoft Office Suite and generally tech savvy

Compensation and Terms

• Base compensation $150,000 to $160,000 commensurate with qualifications and experience.
• General work schedule is Monday to Friday, 9:00 AM to 5:00 PM, with flexibility for occasional early or late starts
• Excellent benefits package includes an annual discretionary bonus, excellent health/dental/vision insurance, PTO, sick days, and NYSE holidays.