Personal Assistant

Uloop Inc.; Miami (FL); On-site; USD 45,000 - 70,000; Full time

Job summary

Ascendo is seeking a highly professional Personal Assistant to support two senior principals in a confidential private office based in the Miami area. This onsite role requires discretion, impeccable organization, and the ability to manage competing priorities with calm judgment.

Responsibilities include calendar management, coordinating meetings and travel, handling private correspondence in English and Spanish, and assisting with light administrative tasks and events.

Qualifications

• Fluent in Spanish and English (written and spoken).
• Proven experience supporting senior executives, high-net-worth individuals, or private offices.
• Demonstrated ability managing multiple principals and complex calendars simultaneously.
• Strong organizational skills and meticulous attention to detail.
• Professional demeanor with excellent communication skills.
• Comfortable working onsite in a fast-paced, high-expectation environment.
• Willingness to sign an NDA and handle confidential matters.

Responsibilities

• Manage two complex calendars with precision and foresight.
• Coordinate meetings, appointments, and commitments across personal and professional contexts.
• Act as gatekeeper—screen and prioritize requests with diplomacy and sound judgment.
• Anticipate scheduling conflicts and proactively resolve issues before they arise.
• Coordinate reservations, service providers, household-related appointments, and external vendors.
• Prepare daily and weekly agendas, briefing notes, and itineraries.
• Confirm appointments and ensure all parties are aligned on timing, location, and required materials.
• Handle highly sensitive information including private communications and personal records.
• Maintain organized digital and physical filing systems.
• Draft and proofread correspondence in English and Spanish.
• Manage time-sensitive requests with discretion and efficiency.
• Track action items and follow-ups to ensure timely completion.
• Assist with event planning, personal projects, and light administrative coordination as needed.

Skills

Bilingual English/Spanish

Executive support

Calendar management

Organizational skills

Discretion & integrity

Job description

Position Overview

A confidential private office is seeking a highly professional, discreet, and exceptionally organized Personal Assistant to support two senior principals with day-to-day personal and administrative responsibilities. This is a fully onsite role based in the Miami area. The ideal candidate brings strong corporate presence, sound judgment, and the ability to manage complex priorities with calm confidence. Absolute discretion and integrity are essential.

Must sign Non-Disclosure Agreement (NDA).

Key Responsibilities

Executive & Personal Support

• Manage two complex and frequently changing calendars with precision and foresight.
• Coordinate meetings, appointments, and commitments across personal and professional contexts.
• Act as gatekeeper—screen and prioritize requests with diplomacy and sound judgment.
• Anticipate scheduling conflicts and proactively resolve issues before they arise.

Scheduling & Logistics

• Coordinate reservations, service providers, household-related appointments, and external vendors.
• Prepare daily and weekly agendas, briefing notes, and itineraries.
• Confirm appointments and ensure all parties are aligned on timing, location, and required materials.

Confidential Administration

• Handle highly sensitive information including private communications and personal records.
• Maintain organized digital and physical filing systems.
• Draft and proofread correspondence in English and Spanish.

Operational & Ad Hoc Support

• Manage time-sensitive requests with discretion and efficiency.
• Track action items and follow-ups to ensure timely completion.
• Assist with event planning, personal projects, and light administrative coordination as needed.

Required Qualifications

• Fluent in Spanish and English (written and spoken).
• Proven experience supporting senior executives, high-net-worth individuals, or private offices.
• Demonstrated ability managing multiple principals and complex calendars simultaneously.
• Strong organizational skills and meticulous attention to detail.
• Professional demeanor with excellent communication skills.
• Comfortable working onsite in a fast-paced, high-expectation environment.
• Willingness to sign an NDA and handle confidential matters.

Preferred Qualifications

• Prior experience in a private office or family office environment.
• Experience coordinating with attorneys, financial advisors, vendors, or property managers.
• Travel planning and itinerary coordination experience.
• Valid driver's license and reliable transportation.

Equal Employment Opportunity Mandate

Ascendo is a certified minority owned staffing firm, and we welcome and celebrate diversity. Ascendo is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, military service or any other characteristic protected by federal, state or local law.

Contact information: Jonathan Jankowski