Full-Time Executive Personal Assistant – West Palm Beach, FL

Overview

A highly trusted, detail-oriented, and professional Executive Personal Assistant is sought to support a busy Principal in managing daily personal, administrative, philanthropic, and select business activities. This role requires exceptional organization, sound judgment, and discretion, along with the ability to anticipate needs in a fast-paced, dynamic environment. The position spans multiple areas, including personal affairs, household coordination, charitable initiatives, and select business projects, requiring seamless interaction with team members, vendors, and external partners.

The role will begin with an in-office presence four days per week during onboarding, transitioning to a flexible hybrid structure over time. The Principal values work-life balance, with total hours typically remaining under 50 per week. Relocation assistance is available for candidates outside the West Palm Beach area.

Responsibilities

Principal Support & Calendar Management

• Manage complex personal and professional calendars, including scheduling, prioritization, and conflict resolution
• Prepare and upload briefing materials to calendar appointments to ensure readiness
• Coordinate and confirm meetings, reservations, and social engagements
• Proactively adjust schedules based on shifting priorities and manage correspondence accordingly

Communication & Correspondence

• Draft, review, and manage email communications with professionalism and accuracy
• Serve as a point of contact for internal teams, external partners, and social connections while maintaining strict confidentiality
• Prepare invitations, manage RSVPs, and draft follow-up correspondence such as thank-you notes

Event Planning & Hospitality

• Assist with planning and executing private events, dinners, and gatherings
• Coordinate vendors, logistics, staffing, and timelines
• Oversee menus, dietary considerations, seating arrangements, and overall guest experience

Travel Planning & Logistics

• Coordinate closely with the Patriarch’s Executive Assistant to align travel schedules
• Ensure all accommodations and transportation meet specific preferences and requirements
• Anticipate potential disruptions and develop contingency plans

Philanthropy & Foundation Support

• Provide administrative support for charitable initiatives and foundation activities
• Coordinate meetings, communications, and events related to philanthropic work
• Track donations, commitments, attendees, and key relationships

Household Coordination & Personal Affairs

• Liaise with household staff, vendors, and service providers to ensure smooth operations
• Assist in maintaining systems, manuals, and inventories
• Manage errands and day-to-day personal requests

Project Management & Special Initiatives

• Support select business and creative initiatives, including publishing and digital/media projects
• Coordinate projects from inception through completion
• Prepare presentations, reports, and maintain organized records

Administrative

• Maintain contact databases and track key dates and commitments
• Organize and manage important documents and records
• Ensure consistent follow-through across all responsibilities

Technology & Systems

• Utilize Microsoft Excel for data tracking, reporting, and analysis
• Manage scheduling and communications via Microsoft Outlook
• Create presentations and materials using Canva
• Use Basecamp for project management
• Maintain organized digital systems across platforms such as Google Workspace, SharePoint, or Dropbox

Qualifications

• Bachelor’s degree preferred
• Minimum of 5 years of experience in a Personal Assistant, Executive Assistant, or similar role within a private household or family office
• Proven ability to manage complex calendars, travel, and high-touch environments
• Exceptional organizational and time management skills
• High level of discretion, professionalism, and sound judgment
• Ability to work independently while collaborating with a broader team
• Valid driver’s license and willingness to assist with errands

Requirements

• U.S. passport, Green Card, or Employment Authorization Card
• Flexibility to work outside standard hours, including evenings, weekends, and holidays as needed
• Willingness to travel for charitable events, public appearances, and other engagements

Compensation and Benefits

• Base salary: $130,000–$165,000+
• Annual bonus: 10%–20% of base salary
• Health, dental, vision, and ancillary benefits
• 401(k) with employer match after vesting period
• Paid time off and holidays