Executive Personal Assistant

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

A wonderful San Francisco-based family seeks an Executive Personal Assistant (EPA) to be the organizational force behind their dynamic household. This hybrid role blends personal and professional worlds, covering high-level personal scheduling, travel, family logistics, property management, and personal support. The EPA works between the home and the office, reports to the Principal's business Executive Assistant, and serves as the backup central operator so no ball drops across work, home, and travel. This role suits someone highly organized who loves detail, thrives on efficiency, and is never above any task. It calls for strong confidentiality and the ability to work independently with minimal direction.

This is an incredible opportunity for someone looking to work for a lovely family for the long term.

Key Responsibilities

• Serve as gatekeeper for all personal and household requests, building organized systems and delegating to staff or vendors when appropriate.
• Oversee operations and maintenance of the primary SF residence and secondary residences, including proactive maintenance logs and tracking that property management firms complete scheduled repairs.
• Oversee household vendors, deliveries, and maintenance with attention to quality.
• Handle errands and personal tasks (shipping, personal shopping, ad hoc requests).
• Support family travel: coordinate bookings with the EA, prepare itineraries, create packing lists, and solve any issues that arise mid-trip.
• Review, triage, and respond to email with the right prioritization.
• Give the EA regular status updates on active tasks through task management software.
• Back up the EA on calendaring and travel arrangements as needed.
• Help 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).

Qualifications

• 3 to 6 years of executive or personal assistant experience, ideally supporting UHNWI, Founders, or C-Level Executives and their families, including estate management and staff/vendor coordination.
• Super tech-savvy: Outlook, Google Workspace, Slack, Airtable, and a passion for AI and automation.
• Exceptional attention to detail and the ability to think several steps ahead so nothing falls through the cracks.
• 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.

Location:

San Francisco, CA (works between the home and the office)

Compensation:

125-150K + excellent benefits package + discretionary bonus

Schedule:

Monday-Friday onsite with occasional weekend coverage when needed

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.