Executive Personal Assistant

Mahler Private Staffing; New York (NY); Remote; USD 200,000 - 250,000; Full time

Job summary

Mahler Private Staffing is seeking an experienced Executive Personal Assistant to support a high-net-worth family in the New York City area. The role emphasizes discretion, calendar and travel management, and coordination across residences and time zones.

The position offers a remote-first arrangement with occasional in-person requirements, and requires travel to Palm Beach, The Hamptons, and London as needed. A polished, professional presence and impeccable judgment are essential.

Qualifications

• Eight+ years of experience as a Personal Assistant or Executive Personal Assistant to a high-net-worth individual, family, or senior-level executive.
• Exceptional proficiency in Outlook, Excel, and Word, with the ability to use AI-enabled productivity tools thoughtfully and effectively.
• Strong technical fluency across computers, platforms, and mobile devices, including troubleshooting household technology.
• A calm, controlled, and solutions-oriented presence; able to take genuine ownership of responsibilities and provide exceptional executive support.
• Unquestionable integrity, confidentiality, and discretion.
• Outstanding written and verbal communication skills and a polished, professional presentation.

Responsibilities

• Manage the Principal’s complex calendar, priorities, and evolving commitments with accuracy and sound judgment.
• Schedule corporate meetings and personal, medical, and household appointments.
• Draft polished formal correspondence and handle sensitive communications with complete discretion.
• Design and manage sophisticated domestic and international travel arrangements, including complex itineraries, passports, visas, transfers, and contingency planning.
• Proactively assist with planning family travel and coordinate with the Husband’s Personal Assistant in London.
• Liaise with residence teams to ensure continuity and timely follow-through.
• Coordinate social gatherings and philanthropic events, working with venues, vendors, household staff, and external partners.
• Support the family’s art collection (acquisitions, shipping, storage, files, documents, cataloging, liaising with stakeholders).
• Execute requests respectfully, urgently, accurately, and with meticulous attention to detail.

Skills

Outlook

Excel

Word

AI productivity tools

Discretion

Communication skills

Job description

Executive Personal Assistant | New York City

A busy executive couple is seeking a highly experienced, resourceful, and polished Executive Personal Assistant to join its tenured private staff. Working directly with the Principal, this trusted professional will deliver seamless administrative and personal support.

This is a primarily work-from-home opportunity for a New York City–area professional who values flexibility and takes pride in operating at the highest level of private service.

Occasional short-term travel to Palm Beach, The Hamptons, and London will be required. The ideal candidate will genuinely enjoy these trips and will bring composure, curiosity, and excellent judgment to supporting the family across residences and time zones.

The Executive Personal Assistant will manage complex calendars and travel, liaise among the residences, coordinate closely with the Husband’s Personal Assistant in London, and manage a broad range of administrative, personal, cultural, and philanthropic priorities.

Success requires a calm demeanor, impeccable discretion, proactive ownership, and a genuine commitment to the shared values of Respect, Integrity, Honesty, Innovation, and Execution.

Key Responsibilities

• Manage the Principal’s complex calendar, priorities, and evolving commitments with accuracy and sound judgment
• Schedule corporate meetings and personal, medical, and household appointments
• Draft polished formal correspondence and handle sensitive communications with complete discretion
• Design and manage sophisticated domestic and international travel arrangements, including complex itineraries, passports, visas, transfers, and contingency planning
• Proactively assist with planning family travel and coordinate closely with the Husband’s Personal Assistant in London
• Liaise with the residence teams to ensure continuity and timely follow-through
• Coordinate social gatherings and philanthropic events, working effectively with venues, vendors, household staff, and external partners
• Support the family’s art collection (acquisitions, shipping, storage, files, documents, cataloging, liaising with key stakeholders, etc.)
• Execute requests respectfully and professionally, with urgency, accuracy, and meticulous attention to detail

Qualifications

• Eight+ years of prior experience as a Personal Assistant or Executive Personal Assistant to a high-net-worth individual, family, or senior-level executive
• Exceptional proficiency in Outlook, Excel, and Word, with the ability to use AI-enabled productivity tools thoughtfully and effectively
• Strong technical fluency across computers, platforms, and mobile devices, including the ability to troubleshoot household technology
• A calm, controlled, and solutions-oriented presence; able to take genuine ownership of responsibilities and find satisfaction in exceptional executive support
• Unquestionable integrity, confidentiality, and discretion
• Outstanding written and verbal communication skills and a polished, professional presentation
• Meticulous organization, creativity, initiative, and consistent attention to detail
• Ability to manage diverse priorities under pressure and exercise independent judgment
• Resourceful problem-solving skills and the ability to anticipate needs and think beyond conventional solutions
• Ability to interact professionally and respectfully with household staff, vendors, advisors, and institutional contacts
• Valid driver’s license and passport, with flexibility for occasional domestic and international travel

Schedule

• Generally, Monday through Friday, with a high level of flexibility for events, travel, and changing family requirements
• When the Principal is in New York City, the anticipated schedule is generally two days in person and three days remote; however, the arrangement is entirely dependent upon the family’s needs. The successful candidate must be readily available to work from the Principal’s residence whenever requested and to meet with the Principal at least twice weekly, or more frequently as circumstances require.
• Occasional short-term travel to Palm Beach, The Hamptons, and London

Compensation and Benefits

• Base salary of $200-$250K
• Benefits include an annual discretionary bonus, health insurance, and PTO

The Opportunity

This is an exceptional long-term opportunity for an accomplished Executive Personal Assistant who finds genuine satisfaction in creating order, anticipating needs, and becoming an indispensable partner to a gracious international family. The combination of remote flexibility, meaningful in-person collaboration, art and cultural projects, and occasional travel makes this a particularly engaging and rewarding position.

Our Story

Mahler Private Staffing works with America’s leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidates as well as we know our clients, so we can make lasting, long-term placements.