WEST PALM BEACH, FL FOUNDER SEEKING EXECUTIVE ASSISTANT/PERSONAL ASSISTANT!

The Nanny League, Inc.•Palm Beach, FL

7d•$100,000•Hybrid

About The Position

WEST PALM BEACH/STUART, FL (RELOCATION CONSIDERED) - A high-performing Company Founder and family are seeking an exceptional, career-level EXECUTIVE ASSISTANT / HOUSEHOLD OPERATIONS DIRECTOR to oversee and seamlessly integrate both professional and personal operations. This is a long-term, high-impact role for a sharp, systems-driven, low-anxiety operator who thrives in complexity, anticipates needs before they are spoken, and executes at an elite level. Budget begins at $100,000+, with flexibility for a true rockstar candidate. The schedule is Monday - Friday and offering a hybrid schedule with the ability to work in office and work from home. The candidate must be in office for company meetings and either in office or in home about 50% of the time during the week, but some work from home is permitted. This role exists to ensure the Founder never has to think about the operational details of either business or home life. The Executive Assistant will serve as a strategic right hand; tracking company initiatives, attending meetings, documenting action items, and ensuring direct reports execute on time and at standard. Simultaneously, this individual will oversee the smooth functioning of the Founders’s household, including budgeting, vendor management, travel logistics, staff oversight, and systems creation. On the professional side, responsibilities include attending key company meetings, producing useful agendas and minutes, tracking strategic projects in Asana (strongly preferred), providing weekly and monthly status summaries, identifying bottlenecks, and ensuring accountability without requiring the Founder's intervention. The EA will design and maintain a strategic dashboard to evaluate whether initiatives are on track, delayed, or at risk. Research and development is also a key function; identifying industry conferences, scheduling high-value meetings, vetting new technology platforms, and surfacing strategic opportunities worth the Founders’s time. On the personal and household side, this role requires deep operational ownership. The EA will manage family budgeting and cash flow, ensure all bills are reconciled and paid on time, maintain vendor files, review invoices for discrepancies, reconcile healthcare billing and insurance, and maintain organized tax documentation. Within the first 90 days, the EA will build a comprehensive household budget with weekly and monthly variance reports. The ideal candidate will implement systems for receipt collection, expense categorization, and financial reporting against goals. Household management includes creating daily, weekly, and monthly routines for staff; ensuring flat surfaces are reset nightly; maintaining inventory systems to prevent shortages; managing household vendors (HVAC, plumbing, electrical); pricing and overseeing small projects (obtaining three quotes, vetting contractors, managing timelines); and maintaining full documentation of all utilities, recurring charges, and login credentials. The EA will also oversee or recruit household staff as needed and ensure performance standards are met. Travel management is extensive and detail-oriented. While the Compay Founder may book flights, the EA will book corresponding Marriott accommodations and National rental cars, monitor loyalty programs and credit card points, track balances monthly, coordinate transfers and itineraries, manage vacation logistics, and create detailed packing systems per family member. During travel, the EA ensures transportation, schedules, and logistics are fully handled. Ideally, this candidate is highly fluent in travel rewards systems and points optimization. Additional responsibilities include managing healthcare appointments, scheduling personal and professional commitments, maintaining a master login tracker across all accounts, organizing mail and receipts multiple times weekly, coordinating dry cleaning and errands, overseeing credit card access and permissions, and potentially covering emergency childcare shifts when required. The ideal candidate has 10+ years of high-level Executive Assistant and/or Personal Assistant experience, with deep exposure to private household management. Prior experience creating operational systems from scratch is essential. Candidates should be able to provide sanitized examples of Excel trackers, dashboards, or budgeting tools they have built. Experience managing household budgets, reconciling healthcare invoices, maintaining vendor files, overseeing home maintenance systems, and managing staff is required. Strong written communication skills and prior experience taking corporate minutes are critical. This role requires someone exceptionally sharp. Intelligence, intuition, adaptability, and anticipation are non-negotiable. The candidate must be detail-oriented, proactive, calm under pressure, and capable of producing high output with minimal oversight. Integrity, discretion, persistence, and follow-through are essential. A Type A personality, strong organization, high standards, and the ability to operate with low anxiety in a high-demand environment are key markers of success. A sense of humor and personality that balances intensity with warmth is appreciated.

Requirements

10+ years of high-level Executive Assistant and/or Personal Assistant experience, with deep exposure to private household management
Prior experience creating operational systems from scratch is essential
Candidates should be able to provide sanitized examples of Excel trackers, dashboards, or budgeting tools they have built
Experience managing household budgets, reconciling healthcare invoices, maintaining vendor files, overseeing home maintenance systems, and managing staff is required
Strong written communication skills and prior experience taking corporate minutes are critical
Highly intelligent and a quick learner
Demonstrated household budgeting and financial reconciliation experience
Ability to operate with low anxiety under pressure
Absolute confidentiality (NDA required)

Nice To Haves

Experience with Asana (strongly preferred; other PM software considered)
Ideally, this candidate is highly fluent in travel rewards systems and points optimization
A Type A personality, strong organization, high standards, and the ability to operate with low anxiety in a high-demand environment are key markers of success
A sense of humor and personality that balances intensity with warmth is appreciated

Responsibilities

Tracking company initiatives
Attending meetings
Documenting action items
Ensuring direct reports execute on time and at standard
Overseeing the smooth functioning of the Founders’s household
Budgeting
Vendor management
Travel logistics
Staff oversight
Systems creation
Producing useful agendas and minutes
Tracking strategic projects in Asana
Providing weekly and monthly status summaries
Identifying bottlenecks
Ensuring accountability without requiring the Founder's intervention
Designing and maintaining a strategic dashboard to evaluate whether initiatives are on track, delayed, or at risk
Identifying industry conferences
Scheduling high-value meetings
Vetting new technology platforms
Surfacing strategic opportunities worth the Founders’s time
Managing family budgeting and cash flow
Ensuring all bills are reconciled and paid on time
Maintaining vendor files
Reviewing invoices for discrepancies
Reconciling healthcare billing and insurance
Maintaining organized tax documentation
Building a comprehensive household budget with weekly and monthly variance reports
Implementing systems for receipt collection, expense categorization, and financial reporting against goals
Creating daily, weekly, and monthly routines for staff
Ensuring flat surfaces are reset nightly
Maintaining inventory systems to prevent shortages
Managing household vendors (HVAC, plumbing, electrical)
Pricing and overseeing small projects (obtaining three quotes, vetting contractors, managing timelines)
Maintaining full documentation of all utilities, recurring charges, and login credentials
Overseeing or recruit household staff as needed and ensure performance standards are met
Booking corresponding Marriott accommodations and National rental cars
Monitoring loyalty programs and credit card points
Tracking balances monthly
Coordinating transfers and itineraries
Managing vacation logistics
Creating detailed packing systems per family member
Ensuring transportation, schedules, and logistics are fully handled
Managing healthcare appointments
Scheduling personal and professional commitments
Maintaining a master login tracker across all accounts
Organizing mail and receipts multiple times weekly
Coordinating dry cleaning and errands
Overseeing credit card access and permissions
Potentially covering emergency childcare shifts when required