West Palm Beach, Fl Founder Seeking Executive Assistant/Personal Assistant!

The Nanny League•West Palm Beach, FL

6h•$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.

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
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
Intelligence, intuition, adaptability, and anticipation are non-negotiable
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
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)
BA/BS COLLEGE DEGREE | AA IN RELATED FIELD OF STUDY | OR A MINIMUM OF 5+ YEARS OF PROFESSIONAL NANNY EXPERIENCE
UP TO DATE FIRST-AID & CPR CERTIFICATION (WILLINGNESS TO RENEW AS NEEDED)
THE ABILITY TO MAKE A ONE-YEAR COMMITMENT UNLESS APPLYING FOR A TEMPORARY POSITION
A PASSION FOR WORKING WITH CHILDREN
5+ YEARS OF CHILDCARE EXPERIENCE IN ANY FIELD
EXCELLENT WORK AND PERSONAL REFERENCES
U.S. DRIVER’S LICENSE (THIS DOES NOT APPLY TO NYC RESIDENTS)
MUST BE A COMPETENT SWIMMER (IF AND WHEN REQUIRED)
NON-SMOKER
MUST BE LIVE-SCANNED AND REGISTERED WITH TRUSTLINE IF YOU ARE CA RESIDENT
WILLINGNESS TO SIGN OUR NO-CELL PHONE DRIVING SIGNED GUARANTEE
MUST BE ELIGIBLE TO WORK IN THE U.S.
WILLINGNESS TO COMPLETE OUR STOP THE SILENCE TRAINING UPON MEMBERSHIP

Nice To Haves

Experience with Asana (strongly preferred; other PM software considered)
A sense of humor and personality that balances intensity with warmth is appreciated
Ideally, this candidate is highly fluent in travel rewards systems and points optimization
Candidates should be able to provide sanitized examples of Excel trackers, dashboards, or budgeting tools they have built

Responsibilities

Attending key company meetings, producing useful agendas and minutes
Tracking strategic projects in Asana (strongly preferred)
Providing weekly and monthly status summaries
Identifying bottlenecks
Ensuring accountability without requiring the Founder's intervention
Design and maintain a strategic dashboard to evaluate whether initiatives are on track, delayed, or at risk
Research and development; identifying industry conferences, scheduling high-value meetings, vetting new technology platforms, and surfacing strategic opportunities worth the Founders’s time
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
Maintain organized tax documentation
Build a comprehensive household budget with weekly and monthly variance reports
Implement 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
Oversee or recruit household staff as needed and ensure performance standards are met
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
Create detailed packing systems per family member
Ensures 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