Executive Personal Assistant to Principals | Hybrid

Zohorecruit; Redwood City (CA); Hybrid; USD 160,000 - 180,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) with 3% safe harbor

15 days accrued annual PTO

Job summary

Confidential Family in the San Francisco Bay Area seeks an Executive-Level Personal Assistant to take full ownership of the principals' personal world. This flat, expert-led structure places you alongside domain leaders, with direct reporting to the principals.

You will manage calendars, travel, medical coordination, styling, correspondence, and personal projects with privacy and discretion, delivering proactive, end-to-end support.

Qualifications

• 5+ years of experience supporting UHNW principals or C-suite executives with true ownership of calendars, travel, and personal affairs.
• Experience coordinating medical logistics, personal styling, or comparable high-touch personal services requiring judgment and discretion.
• Proven track record managing complex, frequently changing family travel with poise.
• Excellent written communication skills and ability to handle personal correspondence on behalf of principals.
• Strong systems habits: disciplined task tracking, documentation, organization, and follow-through.
• Valid driver's license; must be based within practical daily commuting distance of Mid-Peninsula.

Responsibilities

• Own the principals' personal calendars end to end, including scheduling, confirmations, conflict management, and daily look-ahead briefings.
• Coordinate calendars with the corporate CEO office to synchronize personal and professional calendars.
• Own the children's calendars, including school dates, activities, lessons, camps, appointments, celebrations, and related logistics.
• Coordinate children's scheduling with the childcare team through the Director of Residences.
• Maintain the family calendar as the single source of truth across the personal domain.
• Communicate household implications to the Director of Residences so staffing, meals, childcare, and other household logistics align with the family's schedule.
• Plan and book all personal and family travel, including flights, ground transportation, accommodations, and complete itineraries.
• Prepare comprehensive trip packages with reservations, contacts, schedules, and contingencies.
• Manage travel changes in real time; respond quickly when itineraries shift.
• Coordinate destination advance work as needed; partner with the Director of Residences on packing logistics.
• Own the administrative and logistical side of the family's medical and wellness care; schedule appointments and specialists; manage referrals and records.
• Coordinate prescriptions and travel-related medical preparation for family trips; serve as admin point of contact with medical providers.
• Handle all medical and wellness information with strict confidentiality and discretion.
• Coordinate personal styling, fittings, purchases, and wardrobe timelines; work with personal shopper.
• Manage personal purchases and returns; maintain expense documentation and reconcile with CFO.
• Manage personal correspondence, invitations, RSVPs, and thank-you notes; take ownership of personal projects.
• Provide proactive status updates to principals to avoid chasing information.
• Demonstrate an owner mindset, high discretion, and professional boundaries in all interactions.

Skills

Calendar management

Travel coordination

Discretion

Written communication

Systems and process

Driver's license

Job description

Confidential Family in the San Francisco Bay Area seeks an Executive-Level Personal Assistant to take full ownership of the principals' personal world. This flat, expert-led structure places you alongside domain leaders, with direct reporting to the principals.

You will manage calendars, travel, medical coordination, styling, correspondence, and personal projects with privacy and discretion, delivering proactive, end-to-end support.