Executive Personal Assistant

Confidential; San Francisco (CA); Hybrid; USD 150,000 - 250,000; Full time

Job summary

Confidential is seeking an experienced Executive Personal Assistant to support two senior executives in a high-touch, fast-moving environment. The role combines professional and personal responsibilities with travel planning, calendar management, and discreet support.

The ideal candidate has 5+ years of experience assisting senior executives or UHNW principals, with expertise in private aviation travel and exceptional multitasking and communication skills.

Qualifications

• 5+ years of experience supporting senior executives, founders, family offices, or UHNW principals.
• Experience coordinating intricate travel arrangements, including private aviation, is strongly preferred.
• High-level organization, discretion, and ability to work in a fast-moving environment.

Responsibilities

• Manage sophisticated calendars across multiple locations and time zones with anticipation of conflicts and changes.
• Coordinate complex domestic and international travel, including private and commercial aviation, accommodations, and multi-stop itineraries.
• Prepare comprehensive travel plans and develop alternatives for last-minute changes.
• Coordinate ground transportation and logistics including evenings and weekends.
• Manage personal appointments, errands, gifts, reservations, and other time-sensitive requests.
• Draft polished personal and professional correspondence adapting to each principal's style.
• Handle confidential personal and business information with exceptional judgment and discretion.
• Provide after-hours and weekend support when urgent matters arise.

Skills

Calendar management

Travel coordination

Discretion

Executive support

Communication

Multitasking

Job description

Our client, an UHNWI is seeking an experienced Executive Personal Assistant to join his in-house team.

Executive Personal Assistant

$150,000 - $250,000

Hybrid - WFH and at the Principal's Home

A private investment organization is seeking an exceptional Executive Personal Assistant to provide highly personalized support to two senior executives. This is a dynamic, high-touch position requiring someone who is exceptionally organized, resourceful, discreet, and comfortable operating in a fast-moving environment where priorities can change quickly.

Working alongside an established executive support team, this individual will manage a combination of professional and personal responsibilities while serving as an additional layer of coverage for two extremely busy principals. The ideal candidate is proactive by nature, thinks several steps ahead, and understands the level of responsiveness and judgment required when supporting high-profile or UHNW individuals.

Key Responsibilities

• Manage sophisticated calendars across multiple locations and time zones, anticipating conflicts, preparation needs, travel requirements, and schedule changes before they arise.
• Provide seamless scheduling coverage and maintain close communication with the broader executive support team to ensure continuity.
• Coordinate complex domestic and international travel, including private and commercial aviation, accommodations, drivers, dining, and multi-stop itineraries.
• Prepare comprehensive travel plans and proactively develop alternatives for last-minute changes or disruptions.
• Coordinate ground transportation and confirm logistics in advance, including evening and weekend arrangements.
• Maintain travel documentation and other essential information so it remains accurate and readily accessible.
• Partner with household staff, chefs, drivers, vendors, and other service providers to ensure personal and household schedules remain aligned with the principals' needs.
• Manage personal appointments, errands, gifts, reservations, and other time-sensitive requests.
• Draft polished personal and professional correspondence with the ability to adapt to each principal's communication style.
• Anticipate upcoming needs by reviewing schedules, commitments, travel, and personal priorities in advance.
• Handle highly confidential personal and business information with exceptional judgment and discretion.
• Troubleshoot unexpected issues independently and communicate important changes quickly and clearly.
• Provide after-hours and weekend support when urgent matters arise.

Ideal Background

The successful candidate will bring 5+ years of experience supporting senior executives, founders, family offices, or UHNW principals in an Executive Assistant, Personal Assistant, or similarly high-level support capacity. Experience coordinating intricate travel arrangements, including private aviation, is strongly preferred.

This person should be an exceptional multitasker who can simultaneously support two demanding schedules without sacrificing accuracy or attention to detail. Strong written communication, sound judgment, emotional intelligence, and the ability to remain composed under pressure are essential.

Candidates should be comfortable working collaboratively within an existing support structure while also taking independent ownership of responsibilities. This is best suited for someone seeking a long-term opportunity who genuinely enjoys providing high-touch support and takes pride in making the lives of the executives they support run seamlessly.

A valid driver's license and authorization to work in the United States are required. Flexibility for travel, evenings, weekends, and time-sensitive coverage is also essential.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. California applicants, please view our Privacy Notice here: https://careergroupcompanies.com/california-privacy-notice/.