Family Office Personal Assistant

StevenDouglas; West Palm Beach (FL); Hybrid; USD 70,000 - 120,000; Full time

Job summary

StevenDouglas is partnering with an ultra high-net-worth family office to recruit a highly trusted Personal Assistant for the Matriarch. The role covers personal, administrative, philanthropic, and select business matters in a high-trust, fast-paced private household.

You will manage complex calendars and travel, handle discreet correspondence, coordinate private events and charitable initiatives, and liaise with staff and vendors.

Qualifications

• 3+ years as Personal/Executive Assistant in private households.
• Ability to maintain utmost discretion and professional judgment.
• Experience managing complex calendars, travel, and events.

Responsibilities

• Manage complex calendars, scheduling, and meeting logistics, with briefing materials.
• Handle correspondence and email with discretion and professionalism.
• Coordinate private events, vendors, menus, and guest experiences.
• Arrange travel logistics, including special accommodations.
• Provide admin support for charitable foundation.
• Liaise with household staff and vendors; maintain systems and records.
• Assist with projects like publishing, media initiatives, and reports.
• Maintain organized contact databases and files.

Skills

Calendar management

Travel coordination

Discretion and professionalism

Email and correspondence

Private household experience

Education

Bachelor's degree preferred

Tools

Excel

Outlook

Canva

Google Workspace

Basecamp

Dropbox

Job description

We are working exclusively with an ultra high-net-worth family office that is seeking a highly trusted, detail-oriented Personal Assistant to support the Matriarch across personal, administrative, philanthropic, and select business matters. This is a high-trust, high-discretion role for a proactive professional who thrives in a dynamic, fast-paced environment.

What You'll Do

• Manage complex calendars, scheduling, and meeting logistics; prepare briefing materials
• Handle correspondence and email with discretion and a polished, professional tone
• Support private events and dinners - vendors, logistics, menus, and guest experience
• Coordinate travel logistics, including special accommodations and contingency planning
• Provide administrative support for the family's charitable foundation
• Liaise with household staff and vendors; maintain household systems and records
• Support special projects (publishing, media/digital initiatives) and build presentations/reports
• Maintain contact databases, files, and organizational systems across the family's affairs

What You Bring

• Bachelor's degree preferred
• 3+ years as a Personal/Executive Assistant, ideally in a private household or family office
• Proven experience managing complex calendars, travel, and high-touch environments
• Exceptional discretion, judgment, and professionalism
• Strong skills in Excel, Outlook, Canva, Paperless Post; familiarity with Basecamp and Google Workspace/SharePoint/Dropbox a plus
• Valid driver's license and willingness to run errands as needed
• Flexibility to work evenings, weekends, or holidays as needed
• Some travel required for charitable and hospitality events
• Hybrid schedule with typical hours under 50/week and respect for work-life balance