EXECUTIVE ASSISTANT – PALM BEACH COUNTY, FL

A private family office in Palm Beach County, Florida is seeking an exceptional Executive Assistant to join a highly dynamic team supporting principals whose personal, business, philanthropic, and global commitments create an exceptionally fast-moving environment.

This is executive support at a very high level. The Executive Assistant will play an important role in protecting the principals’ time, creating order around complex and frequently changing priorities, coordinating sophisticated travel and logistics, and ensuring that information, commitments, and follow-up are carried through to completion.

The right person is extraordinarily organized, conscientious, warm, grounded, and naturally anticipatory. They notice details others miss, think several steps ahead, and understand that exceptional support isn’t simply about completing tasks. It’s about protecting time, exercising judgment, creating leverage, and helping an entire team operate at its best.

This position is best suited to someone who genuinely enjoys being an exceptional assistant. The environment is collaborative, mission-driven, and high-touch, and the family is looking for someone who brings both excellence and humanity to their work: low ego, highly accountable, technologically curious, service-oriented, and willing to step in wherever needed

Responsibilities

Calendar, Scheduling and Gatekeeping

• Own and proactively manage an extremely dynamic, fluid, and frequently changing calendar
• Serve as a thoughtful gatekeeper of the principal’s time, thoroughly vetting requests before they are elevated
• Evaluate incoming requests based on priorities, context, timing, and whether another member of the team can appropriately handle them
• Coordinate closely with the principal, family, family office team, and other stakeholders regarding schedules and priorities
• Maintain organized tracking of calendar requests, decisions, changes, follow-up items, and outstanding commitments
• Ensure calendar information remains accurate and consistent across relevant systems and team members
• Prepare and distribute clear, accurate daily schedules
• Anticipate scheduling conflicts, preparation requirements, dependencies, and downstream effects before they become issues
• Ensure the principal has the appropriate information and preparation for upcoming meetings and commitments
• Track principal locations and monthly day counts and provide accurate information to the accounting team for tax-related reporting
• Continually assess priorities and protect the principal’s time while maintaining strong relationships with internal and external stakeholders

Travel and Logistics

• Coordinate complex domestic and international travel in partnership with the broader team
• Support logistics involving private aircraft as well as commercial aviation
• Coordinate commercial travel for team members and guests as needed
• Manage detailed itineraries and ensure all travel information remains accurate and current
• Coordinate ground transportation, airport transfers, drivers, primary vehicles, luggage movements, and other logistics
• Work closely with teams at each destination to ensure arrangements are properly coordinated before arrival
• Anticipate travel requirements and identify missing details before they become urgent
• Respond quickly and calmly to last-minute travel changes and disruptions
• Track passports, renewals, visas, driver’s licenses, and other travel and identification documentation
• Maintain flexibility to travel with limited notice when additional support is required

Executive and Administrative Support

• Manage incoming mail and ensure important items are appropriately routed, filed, paid, or elevated
• Maintain highly organized digital and physical filing systems
• Track important documents, deadlines, renewals, and administrative requirements
• Assist with licenses, registrations, and other personal administrative matters
• Coordinate bill payment and financial administration with the accounting team
• Prepare and reconcile expense reports
• Maintain organized records and ensure administrative details are followed through to completion
• Anticipate upcoming deadlines and requirements rather than waiting for them to become urgent
• Handle highly sensitive personal and business information with complete discretion

Communication and Follow-Through

• Capture important information, requests, commitments, and follow-up items across email, text, meetings, calls, and other communication channels
• Translate conversations and incoming information into clear next steps
• Ensure relevant information reaches the appropriate members of the team
• Manage communications thoughtfully and determine what requires the principal’s direct attention
• Track outstanding items through completion and ensure important requests do not fall through the cracks
• Help maintain accountability around commitments, deadlines, and follow-up
• Establish and maintain communication practices that create clarity across the team
• Exercise excellent judgment regarding what should be handled independently, delegated, documented, or escalated
• Communicate clearly, directly, and thoughtfully with the principal, family, colleagues, and outside contacts

Relationships and Special Projects

• Maintain accurate and current contact information and relationship-management systems
• Help manage key relationships and ensure important contact information and details remain organized
• Track birthdays, anniversaries, personal milestones, and other meaningful dates
• Coordinate thoughtful gifting for birthdays, holidays, and special occasions
• Assist with holiday gifting and seasonal projects
• Support events, family initiatives, and special projects
• Assist with recruiting coordination and scheduling as the family office team grows
• Provide additional project and administrative support as priorities evolve

Technology and AI

• Utilize technology to improve organization, communication, accuracy, and efficiency
• Work comfortably across modern productivity, calendar, communication, and administrative platforms
• Troubleshoot routine technology issues and identify appropriate resources when additional support is needed
• Demonstrate a genuine interest in AI and emerging technology
• Use AI and other tools thoughtfully to streamline workflows, improve accuracy, and reduce unnecessary administrative work
• Regularly identify opportunities to improve systems and processes
• Remain curious and willing to learn new tools as technology and the needs of the family office evolve

Qualifications

• Significant experience as an Executive Assistant or Personal Assistant supporting a highly dynamic principal, founder, CEO, entrepreneur, high-profile individual, or UHNW family
• Previous experience working directly within a private family office or similarly personalized principal-support environment strongly preferred
• Exceptional calendar management skills with demonstrated experience managing extremely fluid, frequently changing schedules
• Sophisticated gatekeeping skills and excellent judgment regarding what should and should not reach the principal
• Extensive experience coordinating complex domestic and international travel and detailed itineraries
• Experience supporting a principal who travels privately strongly preferred, including familiarity with private aviation, FBOs, ground transportation, and related logistics
• Meticulous attention to detail with a track record of ensuring commitments, requests, and follow-up items are carried through to completion
• Strong financial administrative skills, including expense reporting, reconciliation, and coordination with accounting teams
• Exceptional written and verbal communication skills
• Highly conscientious with a strong sense of ownership and personal responsibility
• Proactive and anticipatory with the ability to think several steps ahead
• Calm and methodical when managing multiple competing priorities
• Highly receptive to feedback with the ability to adapt to an established family’s preferences, communication style, systems, and team culture
• Warm, grounded, collaborative, and low ego with a genuine sense of humor
• Strong service orientation and willingness to step in wherever support is needed
• High level of technological fluency and a genuine interest in AI and emerging productivity tools
• Comfortable learning new systems and continuously looking for smarter ways to work
• Current Notary Public commission or willingness to become a Notary strongly preferred
• Exceptional discretion and ability to maintain complete confidentiality
• High degree of flexibility and responsiveness, including occasional evenings and weekends as needs arise
• Ability to travel when required
• Authorization to work in the United States
• Excellent professional employer references

Location: Palm Beach County, Florida. This is a primarily on-site position, with occasional opportunities to work remotely depending on the principals’ schedules and needs

Schedule: Full-time. This is not a traditional Monday–Friday, 9:00 a.m.–5:00 p.m. position. The Executive Assistant must be comfortable with a flexible schedule and periods of longer or nontraditional hours, particularly around travel, events, and changing priorities. Limited travel will be required, with flexibility to travel on short notice when needed

Compensation and Benefits: $110,000 – 140,000+ DOE

The family office offers a comprehensive benefits package including:

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k)
• Additional benefits and perks

Employment is contingent upon a clear background check and verification of professional employer references.

For more information about what we require and to be considered please review: FAQ Candidates