Executive Personal Assistant

Fremont Group; San Francisco (CA); On-site; USD 120,000 - 180,000; Full time

Job summary

Fremont Group in San Francisco seeks an Executive Personal Assistant to manage the Principal’s busy schedule, coordinate personal, business, and household tasks, and ensure seamless day-to-day operations. The role requires exceptional organization, confidentiality, proactive problem solving, and the ability to multitask across calendars, travel planning, events, and vendor coordination.

Candidates should be highly professional, with 7+ years supporting UHNW executives, strong tech proficiency

Qualifications

• Excellent communication skills, written and verbal.

Responsibilities

• Provide administrative support on business and operational matters.

Job description

A private San Francisco-based family is seeking a detail-oriented, proactive, and efficient Executive Personal Assistant (EPA) to play a critical role within their household and business. The EPA will provide high-level support to the Principal by seamlessly integrating their professional and personal lives. This individual is responsible for managing the Principal’s schedule, handling personal, business and household tasks, and ensuring smooth day-to-day operations. The EPA acts as a key representative, embodying the family's values and anticipating their needs in various contexts.

This role requires exceptional organizational skills, attention to detail, and the ability to multitask effectively. The EPA ensures the Principal's time is optimized by efficiently organizing, executing, and delegating tasks. This position requires a high degree of confidentiality, professionalism, and the ability to manage multiple priorities simultaneously. Candidates should be highly professional, polished, and committed to their role, with a strong work ethic and an instinctively proactive approach.

Key Responsibilities

• Provide administrative support on all business related and operational matters as needed.
• Coordinate and execute meetings, appointments, and events across household, business, and personal calendars.
• Manage logistics and resources to streamline daily operations including meeting prep, travel coordinating and arrangements, reservations, etc.
• Help coordinate coverage across household staff to ensure uninterrupted service.
• Communicate and manage correspondence on behalf of the Principal ensuring prompt and professional communication.
• Coordinate and organize meetings, events, and social functions, both personal and business-related, ensuring seamless execution.
• Maintain meticulous records and files, ensuring all documentation is always up-to-date and confidential.
• Provide IT support to configure devices, hook up printers, etc.
• Assist in the support of additional residences including vendors, brokers, and financial tasks.
• Help provide some oversight and prioritize support for the Principal’s Personal Assistant, coordinate day-to-day tasks and operations.
• Oversee primary residence to ensure standards, procedures, support plans, and services are consistently maintained as per household manuals including inventory and stocking.
• Identify household needs and route them through appropriate systems and vendors on the Principal’s behalf, including task creation, ordering coordination, and follow-up.
• Provide regular updates to the Principal and family members on household activities and performance.
• Coordinate property readiness, vendor access, and issue resolution for Principals additional properties, communicating to the property staff to coordinate seamless flow.
• Track and follow up on action items and open tasks resulting from property and household meetings.
• Train household and vendor staff on household processes, systems, and family preferences to ensure consistent service delivery.
• Support oversight and coordination of housekeeping staff and housekeeping vendors, ensuring expectations and quality standards are met.
• Proactively partner with the family office to identify solutions to streamline workflows and decision-making for the Principal; assist in scheduling as needed.
• As directed by the Principal, provide periodic updates on property management, household operations and staffing, vendor coordination, personal property, high value items, bill pay and philanthropic payment requests, as needed for family office execution on contracts, insurance and risk management, NDAs, purchases and sales, hiring, expense management, and financial account management.
• Additional special projects and initiatives as assigned and requested.

Skills and Abilities

• Strong communication skills, both written and verbal. Excellent interpersonal skills.
• Ability to operate with a high level of integrity for handling sensitive issues while maintaining complete confidentiality.
• Ability to handle multiple projects simultaneously, occasionally under time pressure, and determine priority of workflow while maintaining tact and diplomacy.
• Ability to move between complex administrative, business, household functions as well as routine office functions.
• Exceptional organizational skills; attentive to details and deadlines.
• Ability to work both independently and collaboratively as part of a team while keeping a positive attitude.

Job Requirements and Qualifications

• A minimum of 7 years of experience as an Executive/Personal Assistant supporting UHNW executives and/or private families.
• Ability to maintain a high degree of confidentiality and discretion while consistently demonstrating professionalism.
• Highly proficient in maintaining complex calendars, administrative and business functions, household oversight, and travel arrangements.
• Ability to anticipate the Principals’ needs and execute on the Principals’ preferences.
• Strong problem solving, organizational and time management skills. Ability to determine priority of workflow and establish goals and objectives.
• Advanced level competency using PC, Apple products (iMac, iPhone, iPad) as well as Outlook, Word, Excel, PowerPoint, Teams and One Drive. High level of comfort with technology.
• Self-starter with excellent judgment and ability to work with minimal supervision.
• Consistent commitment to high-quality work.
• Successfully complete reference check process and an in-depth background investigation, including a cyber/social media risk evaluation.
• Must have valid driver’s license with an excellent driving record. Must have own personal vehicle.
• Able to legally work within the United States for any employer.