Executive Assistant (Household and Business Operations)

Hire Overseas

2d•Remote

About The Position

We're looking for a seasoned Executive Assistant and Family Chief of Staff who can seamlessly manage the full spectrum of business operations, executive support, financial coordination, household management, and family logistics for a principal running a private equity firm and raising a young family in California. This is not an entry-level EA role and it is not a single-function support position. You will be the central operational partner across every aspect of the principal's professional and personal life. You bring deep experience across all of it: executive support, admin and financial organization, household management, travel, family operations, and relationship management. You do not need to be trained on the basics. You arrive ready to own. Availability expectations are high. This role requires someone who is comfortable being reachable outside of standard hours when the situation calls for it.

Requirements

5+ years of experience in a senior executive assistant, chief of staff, family office, or private household management role
Proven track record supporting a principal across both business operations and personal or family life simultaneously
Hands-on experience with financial coordination including expense tracking, vendor billing, and document preparation for accounting and legal
Strong background in household and family operations including vendor management, childcare coordination, and home logistics
Ownership mindset: you see what needs to happen, you handle it, and you confirm it is done
Strong judgment about when to make a call independently and when to check in
Excellent written and verbal communication across professional and personal contexts
Fluency with AI tools including Claude or ChatGPT as a natural part of your daily workflow
Proficiency in Notion, Google Workspace, and Microsoft Office
Comfort making phone calls, negotiating with vendors, and managing logistics under pressure
High level of discretion, reliability, and attention to detail
Genuine comfort with high availability expectations including responsiveness outside standard hours

Nice To Haves

Familiarity with private equity, finance, or professional services environments
Experience managing or coordinating household staff including nannies or property managers
Background in high-touch travel coordination or event planning
Experience building light automations or operational systems using Zapier or similar tools

Responsibilities

Manage calendars, inboxes, meetings, and communications on behalf of the principal across all firm activities
Coordinate with investors, operators, attorneys, accountants, consultants, and external partners
Draft correspondence, prepare meeting materials, and track follow-ups across business units and project workstreams
Maintain organized digital files including investment memos, NDAs, contracts, and diligence materials
Oversee and coordinate a part-time remote assistant to increase execution capacity on recurring workflows
Reconcile receipts and manage expense tracking across platforms such as Amex, QuickBooks, Expensify, or Ramp
Prepare documents for tax filings, estimated payments, and financial coordination with accountants and attorneys
Manage vendor billing, pricing negotiations, and service provider coordination
Maintain financial organization systems that give the principal clear visibility without requiring their direct involvement
Research and book flights, hotels, car rentals, and activities for both business and family travel
Build detailed itineraries and share with all relevant parties well in advance
Coordinate travel logistics including packing lists, baby gear, schedules, and nanny coordination
Own the full preparation process for every trip so nothing is missing and nothing is a surprise
Oversee home operations including maintenance schedules, household inventories, and vendor contracts
Manage household supply inventory and proactively restock essentials
Coordinate childcare logistics, family appointments, and scheduling across medical, household, and personal categories
Source and evaluate family support resources including nannies, educational experts, and health professionals as needed
Own complex returns, customer service resolutions, and vendor follow-ups from first contact to confirmed close
Maintain organized systems for subscriptions, services, key contacts, and important dates
Plan and execute events end-to-end including personal, family, and corporate gatherings
Handle venue research, reservations, transportation, custom orders, catering, and group communications
Manage RSVPs and ensure every attendee has what they need ahead of time
Coordinate gifting, celebrations, and milestone recognition across family and business relationships
Research schools, childcare programs, insurance plans, home services, and other family or firm needs
Compile findings into clear, actionable summaries with a point of view, not just raw data
Take on discrete ad hoc projects end-to-end and bring options and recommendations
Maintain a relationship index of key family, personal, and business contacts including last contact dates and proactive reconnection points
Use Claude, ChatGPT, and other AI tools for research, drafting, planning, and problem-solving
Build and manage light automations using Zapier, Notion, or Google Apps Script
Maintain organized systems across Notion, Google Workspace, and Microsoft Office
Identify and implement productivity tools that reduce manual overhead across recurring workflows