Hercules - Personal Assistant

Bespoke Private Service; San Francisco (CA); Hybrid; USD 140,000 - 160,000; Full time

Benefits offered by this job

Comprehensive dental and vision insurance

Premium gym membership

401(k) plan

15 days of paid vacation annually

Company-provided laptop and mobile phone

Access to shared home office facilities

Opportunities for professional growth

Job summary

A family office based in Los Angeles is seeking a dedicated Personal Assistant to deliver exceptional administrative and lifestyle support. The position involves managing comprehensive calendars, overseeing household operations and coordinating wellness routines for principals. Ideal candidates will possess significant experience in personal assistance, strong organizational skills, and a commitment to confidentiality. With a hybrid work structure, this role offers opportunities for growth within a collaborative environment committed to service excellence.

Qualifications

• Minimum five years of progressive experience in personal assistance or lifestyle management.
• Proficient in calendar management and scheduling optimization.
• Exceptional communication skills and ability to draft professional correspondence.

Responsibilities

• Manage all personal appointments and optimize schedules for principals.
• Coordinate health-related activities and wellness programs.
• Oversee household operations and maintain inventory.

Skills

Master scheduling

Health & Wellness coordination

Exceptional organizational skills

Vendor management

Strong verbal communication

Attention to detail

Discretion and confidentiality

Education

5+ years in personal assistance or executive support

Tools

Digital scheduling platforms

Project management tools

Job description

About the job Hercules - Personal Assistant

Job Description

Hercules: Personal Assistant

Reports To: Chief of Staff

Work Schedule: Full-Time, Hybrid (On-Site and Remote Flexibility)

Start Date: ASAP

Salary Range: $140,000 - $160,000

Overview

A prominent Los Angeles-based family office seeks an exceptional Personal Assistant to provide comprehensive administrative and lifestyle support to accomplished principals. This role represents an opportunity to join a growing team where organizational excellence meets sophisticated household management. The position requires someone who excels at managing complex schedules, coordinating multiple priorities, and ensuring every aspect of the principals' personal affairs operates flawlessly.

The successful candidate will serve as the administrative cornerstone for all personal matters, from calendar management to household coordination and special project execution. This role demands a professional who understands that true luxury service means seamless execution someone who can manage competing priorities while maintaining absolute accuracy and discretion. The position requires an individual who thrives on variety and takes satisfaction in creating efficient systems that anticipate and address needs before they arise.

We seek a highly organized professional with exceptional administrative capabilities and the interpersonal skills to provide personal service with professionalism and warmth. The ideal candidate will demonstrate mastery in multitasking, proactive problem‑solving, and maintaining impeccable standards across diverse responsibilities. This role is perfect for someone who values precision, appreciates the importance of confidentiality, and understands that supporting successful families requires both strategic thinking and flawless tactical execution.

This opportunity offers the flexibility of a hybrid work arrangement within a progressive family office that values efficiency, innovation, and professional development. The role is ideal for someone ready to take ownership of varied responsibilities while collaborating with a dedicated team committed to service excellence.

Minimum five years of progressive experience in personal assistance, executive support, or lifestyle management with demonstrated success managing complex schedules and personal affairs for discerning clients.

Proven expertise in comprehensive calendar management, appointment coordination, and scheduling optimization with the ability to manage multiple calendars while anticipating conflicts and ensuring seamless time management.

Notary public certification is strongly preferred, with understanding of document authentication requirements and professional procedures.

Exceptional organizational skills with demonstrated ability to manage multiple concurrent projects, maintain detailed records, and create systems that ensure consistent follow‑through.

Advanced technological proficiency with expertise in digital scheduling platforms, project management tools, communication systems, and enthusiasm for leveraging technology to enhance operational efficiency.

Superior written and verbal communication skills with the ability to draft correspondence, coordinate with high‑level contacts, and serve as a professional representative in all interactions.

Strong vendor management capabilities with experience coordinating personal services, managing household accounts, and maintaining positive relationships with service providers.

Proven flexibility with the ability to pivot quickly between priorities, handle special projects independently, and excel in environments where requirements evolve regularly.

Meticulous attention to detail with the ability to maintain accurate records, track important dates and deadlines, and ensure all personal matters are handled with precision.

Unwavering discretion and confidentiality with understanding that personal assistance requires absolute trustworthiness and professional boundaries.

Ability to handle errands and various off‑site responsibilities throughout the Los Angeles area with reliable transportation.

Demonstrated ability to work effectively within a team structure, collaborating with specialized roles while maintaining clear boundaries of responsibility.

Responsibilities

• Master Scheduling: Serve as primary coordinator for all personal appointments including medical, wellness, and professional services, maintaining comprehensive calendars and ensuring optimal time management across all commitments.
• Health & Wellness Coordination: Manage health‑related scheduling, maintain appropriate records, coordinate with healthcare providers, track wellness programs, and ensure principals maintain their preferred routines and appointments.
• Pet Management: Oversee comprehensive care for family pets including feeding schedules, veterinary appointments, grooming services, medication administration, and health record maintenance.
• Household Operations: Manage household inventory, coordinate package and mail handling, maintain supply lists, and ensure household essentials are consistently available across properties.
• Guest Services: Prepare guest accommodations, coordinate visitor logistics, provide concierge‑level support for family guests, and ensure exceptional hospitality experiences.
• Event Coordination: Support event execution through logistics coordination with culinary teams, management of seating arrangements, décor coordination, and ensuring all event details are properly executed.
• Personal Services: Maintain wardrobe organization, coordinate clothing care and alterations, manage packing lists, orchestrate gift selection and delivery, and handle personal errands throughout Los Angeles.
• Property Administration: Maintain inventories of household items and valuables, coordinate seasonal transitions, manage property‑related documentation, and support multi‑location household needs.
• Administrative Excellence: Handle confidential correspondence, maintain filing systems, process documents, and manage personal administrative tasks with attention to detail.
• Special Projects: Execute diverse projects as directed by Estate Manager, Chief of Staff, or principals, demonstrating flexibility and resourcefulness in addressing unique requirements.
• Team Collaboration: Work seamlessly with Estate Assistant, Estate Manager, and Travel Assistant to ensure coordinated household operations, clear communication, and unified support for the principals.

Benefits

• Healthcare Coverage: Comprehensive dental and vision insurance plans
• Wellness Support: Premium gym membership
• Retirement Planning: 401(k) plan
• Time Off: 15 days of paid vacation annually
• Technology Package: Company‑provided laptop and mobile phone
• Work Environment: Access to well‑appointed shared home office facilities
• Professional Growth: Opportunities for skill development and advancement within expanding family office structure

This position offers the opportunity to join a growing team during a formative period. The successful candidate will have the chance to contribute to the development of operational standards and systems while working within an environment that values excellence and professional growth. The family office is committed to building a world‑class team and investing in the right individuals who share their vision for service excellence.