Multi-Staffed Peninsula Family Seeks Executive Level Personal Assistant

Aunt Ann’s In-House Staffing; Los Altos (CA); Hybrid; USD 160,000 - 180,000; Full time

Benefits offered by this job

Full benefits (medical, dental, vision

401(k) plan

Paid time off

Job summary

Aunt Ann’s In-House Staffing is seeking an Executive Personal Assistant to the principals in the San Francisco Bay Area. The role is hybrid, full-time, with a base salary of $160,000–$180,000 and a 20% performance bonus, plus comprehensive benefits.

The successful candidate will own calendars, travel, medical coordination, styling, and personal administration for a private family, reporting directly to the principals and collaborating with senior staff.

Qualifications

• 7+ years supporting UHNW principals or C-suite executives with full ownership of calendars, travel, and personal affairs.
• Experience coordinating medical logistics, styling, or comparable high-touch personal services.
• Track record managing complex family travel with poise.
• Excellent written communication for correspondence on behalf of principals.
• Strong systems habits: task tracking, documentation, and follow-through.
• Valid driver's license; reasonable daily reach to the mid-Peninsula.

Responsibilities

• Own principals' calendars end to end; manage conflicts and look-ahead briefings.
• Coordinate with CEO office to sync personal and professional calendars.
• Own children's calendars and coordinate with childcare team.
• Maintain single source of truth for family calendar; align staffing and meals.
• Plan and book all personal travel; prepare complete trip packages with contingencies.
• Coordinate medical and wellness appointments, records, and referrals.
• Coordinate styling, fittings, and wardrobe timelines with personal shopper.
• Manage personal correspondence, invitations, RSVPs, and gifting.
• Handle personal administration: renewals, memberships, subscriptions, and filings.

Skills

Calendar management

Travel planning

Discretion

Communication

Project management

Confidentiality

Driver's license

Job description

Aunt Ann's In-House Staffing's ClientLocation: Los Altos CA Job Type: Full Time Category: Estate Staff Position: Multi-Staffed Peninsula Family Seeks Executive Level Personal Assistant Schedule: Full time Salary Amount or Range: $160-$180K DOE with full medical dental vision and 401k Children: Pets: Bay Area Region: South Peninsula

Description

EXECUTIVE PERSONAL ASSISTANT TO THE PRINCIPALS (Local Candidates only)

| Private Family Office | San Francisco Bay Area

Reports to: Principals

Peers: Director of Residences, Director of Properties & Projects, CFO — a flat, expert-led structure in which each leader owns their domain

Key partners: Director of Residences, personal shopper and stylists, family medical providers, CFO office

Location: Mid-Peninsula, San Francisco Bay Area — hybrid

Classification: Full-time, exempt

Compensation: $160,000 – $180,000 base salary, plus 20% target performance bonus; comprehensive benefits including family medical/dental/vision, 401(k) with 3% safe harbor contribution, and paid time off

JOB OVERVIEW

The Executive Personal Assistant fully owns the principals' personal domain: their calendars and the children's, all family travel, medical and wellness coordination, personal styling and fittings, correspondence, and personal administration. This is not a support role inside someone else's program — it is one of four expert-owned domains in a deliberately flat structure, reporting directly to the principals alongside the Director of Residences, the Director of Properties & Projects, and the CFO.

The right candidate runs their domain like an operator: they build the systems, make the judgment calls, close every loop, and are the single accountable owner for the personal side of a prominent family's life. The role demands complete discretion, exceptional anticipation, and comfort operating with significant autonomy at the principals' side.

KEY RESPONSIBILITIES

Calendars — Principals & Children

• Own the principals' personal calendars end to end: scheduling, confirmations, conflicts, and daily look-ahead briefings
• Coordinate with the principal's corporate CEO office so personal and professional calendars stay synchronized, owning the personal side of that seam
• Own the children's calendars: school dates, activities, lessons, camps, appointments, and celebrations, coordinated with the childcare team through the Director of Residences
• Maintain the family calendar as the single source of truth, syncing household implications with the Director of Residences so staffing, meals, and childcare always match the day

Travel

• Plan and book all personal and family travel: flights, ground transportation, accommodations, and full itineraries
• Prepare complete trip packages — reservations, contacts, contingencies — and manage changes in real time while the family is traveling
• Coordinate destination advance work, and partner with the Director of Residences on packing and staff travel

Medical & Wellness Coordination

• Own the logistics of the family's medical and wellness care: scheduling appointments and specialists, managing referrals, and coordinating records between providers
• Coordinate prescriptions, renewals, and travel-medical preparation for family trips
• Serve as the family's administrative point of contact with medical providers and any retained medical-concierge program, with strict confidentiality

Styling, Wardrobe & Personal Purchases

• Coordinate personal styling: stylists, fittings, alterations, and event wardrobe timelines for the principals
• Partner with the family's personal shopper on purchases, returns, and wardrobe management
• Manage personal purchases and returns generally, with clean expense documentation reconciled through the CFO office

Correspondence & Personal Administration

• Manage personal correspondence, invitations, RSVPs, and thank-yous with judgment and polish
• Own gifting for family, friends, and staff — occasions tracked, gifts sourced, nothing missed
• Handle personal administration: renewals, memberships, subscriptions, records, school paperwork, and family filings
• Run discrete personal projects for the principals from request to completion, with proactive status updates

QUALIFICATIONS

• 7+ years supporting UHNW principals or C-suite executives with full ownership of calendar, travel, and personal affairs — not shared-desk support
• Demonstrated experience coordinating medical logistics, styling, or comparable high-touch personal services with discretion
• Track record managing complex, frequently changing family travel with poise
• Excellent written communication for correspondence handled on the principals' behalf
• Strong systems habits: task tracking, documentation, and follow-through without reminders
• Valid driver's license; based within practical daily reach of the mid-Peninsula

PERSONAL ATTRIBUTES

• An owner, not an order-taker — builds and runs their domain with minimal direction
• Absolute discretion and confidentiality, including sensitive medical and family matters
• Anticipatory and resourceful; solves problems before they surface
• Meticulous under time pressure; a closed-loop communicator
• Warm, low-ego presence with the family, children, and fellow domain leaders