Executive Personal Assistant

Career Group; West Palm Beach (FL); Hybrid; USD 75,000 - 100,000; Full time

Job summary

A private family office is seeking a polished and proactive Personal & Executive Assistant. This high-touch role focuses on organization, communication, and coordination across professional and personal operations. The ideal candidate will manage complex calendars, coordinate travel, and execute events. Candidates must have minimum three years of experience, strong proficiency with Microsoft Office, and the ability to adapt to changing demands. This role is based in West Palm Beach with a possibility for flexible remote arrangements during certain periods.

Qualifications

• Minimum of three years of similar experience in a high-level personal support environment.
• Strong proficiency in Microsoft Office and technical fluency with apps.
• Ability to manage multiple priorities efficiently.
• Exceptional organizational skills and attention to detail
• Ability to manage multiple priorities efficiently and exercise sound judgment
• Proactive, confident, and solutions‑oriented
• Flexible with hours and responsive to last‑minute changes
• Comfortable working independently while collaborating with a broader team

Responsibilities

• Manage complex calendars across multiple individuals.
• Coordinate all travel, dining, and hotel arrangements.
• Plan and execute social functions and family events.
• Prepare expense reports and confirm reservations and appointments
• Plan and execute social functions, private gatherings, and family events
• Greet and manage guests in both office and home settings with professionalism
• Serve as liaison between office administrators and household staff
• Coordinate deliveries and pick‑ups including mail, parcels, and dry cleaning
• Conduct research and source requested items, including online and personal shopping
• Assist with planning and execution of private and social events
• Track and manage incoming and outgoing correspondence, ensuring proper archiving or disposal
• Research and summarize information on various topics and maintain related files
• Travel to various residences as needed

Skills

Communication skills

Organizational skills

Proactive mindset

Attention to detail

Technical fluency

Organizational skills

Attention to detail

Multitasking

Independent work

Tools

Microsoft Office

Smartphones apps

Job description

Our client, a private family office, is seeking a polished, proactive, and highly discreet Personal & Executive Assistant to support both professional and personal operations. This is a trusted, high-touch role requiring exceptional organization, strong communication skills, and the ability to seamlessly coordinate across executives, assistants, and household staff. The ideal candidate thrives in a fast-paced, ever-evolving environment and anticipates needs before they arise.

Title

Personal & Executive Assistant

Location

West Palm Beach & Palm Beach, corporate office with travel to nearby residence

Schedule

In‑person 8:30 – 5:30 PM EST. Flexible remote arrangement during the summer while the principal is out of town. Must be available online during travel and key events as needed.

Key Responsibilities

• Manage complex calendars across multiple individuals, coordinating closely with senior assistants and household staff
• Oversee personal and professional appointments, ensuring schedules are accurate and up to date
• Coordinate all travel, dining, and hotel arrangements from start to finish
• Prepare expense reports and confirm reservations and appointments
• Plan and execute social functions, private gatherings, and family events
• Greet and manage guests in both office and home settings with professionalism
• Serve as liaison between office administrators and household staff
• Coordinate deliveries and pick‑ups including mail, parcels, and dry cleaning
• Conduct research and source requested items, including online and personal shopping
• Assist with planning and execution of private and social events
• Track and manage incoming and outgoing correspondence, ensuring proper archiving or disposal
• Research and summarize information on various topics and maintain related files
• Travel to various residences as needed

Qualifications

• Minimum of three years of similar experience, ideally within a family office or high‑level personal support environment
• Excellent written and verbal communication skills
• Strong proficiency in Microsoft Office and overall technical fluency with apps and smartphones
• Exceptional organizational skills and attention to detail
• Ability to manage multiple priorities efficiently and exercise sound judgment
• Proactive, confident, and solutions‑oriented
• Flexible with hours and responsive to last‑minute changes
• Comfortable working independently while collaborating with a broader team

Please submit your resume for consideration!