EXECUTIVE-LEVEL PERSONAL ASSISTANT

Sorensen Staffing•Redwood City, CA

30d•$160,000 - $180,000•Hybrid

About The Position

A prominent private family in the San Francisco Bay Area is seeking an experienced Executive-Level Personal Assistant to take full ownership of the principals’ personal domain. The role reports directly to the principals and operates as a peer to the Director of Residences, Director of Properties & Projects, and CFO in a deliberately flat, expert-led structure. The successful candidate is expected to bring the experience, judgment, and confidence to assume meaningful responsibility from the outset, after an appropriate onboarding period. The position owns the principals’ and children’s personal calendars, family travel, medical and wellness coordination, styling and fittings, correspondence, personal administration, gifting, purchases, expense documentation, and discrete personal projects. The assistant is expected to build systems, anticipate needs, exercise sound independent judgment, close loops, and keep the principals informed through proactive status updates. The role requires close coordination with the corporate CEO office, Director of Residences, childcare team, CFO office, family personal shopper and stylists, medical providers, and other external partners. The successful candidate will bring exceptional discretion, emotional intelligence, polish, resourcefulness, meticulousness under pressure, excellent communication, and a low-ego, professional presence. The position is hybrid, with onsite work as needed, and the candidate must live locally within practical daily commuting distance of the Mid-Peninsula.

Requirements

At least 5 years of experience supporting UHNW principals or C-suite executives, with ownership of calendars, travel, and personal affairs rather than shared-desk or narrowly defined administrative support.
Demonstrated experience coordinating medical logistics, personal styling, or comparable high-touch personal services requiring judgment and discretion.
A strong track record managing complex and frequently changing family travel with poise.
Excellent written communication skills, including the ability to handle personal correspondence on behalf of principals with appropriate tone and polish.
Strong systems habits, including disciplined task tracking, documentation, organization, and follow-through without reminders.
Valid driver’s license.
Must be based within practical daily commuting distance of the Mid-Peninsula.
Exceptional discretion and confidentiality, particularly regarding medical, family, and personal matters.
Ability to build and run a domain with minimal direction, take accountability, anticipate needs, solve problems, and make appropriate decisions independently.
Ability to remain accurate and composed under pressure and communicate clearly while following tasks through to completion.

Responsibilities

Own the principals’ personal calendars, including scheduling, confirmations, conflict management, and daily look-ahead briefings.
Coordinate with the principal’s corporate CEO office to keep personal and professional calendars synchronized while owning the personal side of the coordination.
Own the children’s calendars, including school dates, activities, lessons, camps, appointments, celebrations, and related logistics.
Coordinate children’s scheduling with the childcare team through the Director of Residences.
Maintain the family calendar as the single source of truth for the personal domain.
Communicate schedule implications to the Director of Residences so household staffing, meals, childcare, and other logistics align with the family’s schedule.
Plan personal and family travel, including flights, ground transportation, accommodations, and itineraries.
Prepare trip packages with reservations, contacts, schedules, and contingencies.
Manage real-time travel changes and coordinate destination advance work as needed.
Partner with the Director of Residences on packing logistics and staff travel associated with family trips.
Coordinate the administrative and logistical aspects of family medical and wellness care, including appointments, specialists, referrals, and provider records.
Coordinate prescriptions, renewals, and travel-related medical preparation.
Serve as the family’s administrative point of contact with medical providers and any retained medical-concierge program, maintaining strict confidentiality.
Coordinate personal styling, stylists, fittings, alterations, and event wardrobe timelines.
Work with the family’s personal shopper on purchases, returns, and wardrobe management; manage other personal purchases and returns as needed.
Maintain accurate expense documentation and reconcile personal expenses through the CFO office.
Manage personal correspondence, invitations, RSVPs, and thank-you notes with appropriate judgment, polish, and attention to the principals’ voice.
Own family, friend, and staff gifting by tracking occasions, sourcing appropriate gifts, and ensuring they are delivered on time.
Handle personal administration, including renewals, memberships, subscriptions, records, school paperwork, and family filings.
Manage discrete personal projects from initial request through completion.
Provide proactive status updates to the principals and relevant stakeholders.
Collaborate and communicate with domain leaders, the corporate executive office, childcare team, stylists, medical providers, and external partners; determine when to act independently, inform another leader, or escalate to the principals.