Executive Personal Assistant

Mahler Private Staffing•Coconut Grove, FL

4d•Hybrid

About The Position

We are seeking an experienced Executive Personal Assistant to support the CEO of a growing Family Office and their family. This hybrid role combines executive, personal, household, and family support and requires someone who is equally comfortable navigating business and personal responsibilities. Prior Family Office experience, sound judgment, and a proactive, service-oriented approach are essential. The ideal candidate is smart, dynamic, and relationship-oriented, with a naturally extroverted personality and the ability to thrive in a collaborative environment. Highly organized, discreet, and adaptable, they will serve as a trusted partner to the principal and his family while contributing positively to a growing office culture.

Requirements

Minimum seven years' experience supporting a Family Office, private principal, founder, CEO, or UHNW family
Prior Family Office experience strongly preferred
Excellent verifiable references
Undergraduate degree or equivalent professional experience
A natural "can-do" attitude toward a wide variety of tasks
Exceptional communication, interpersonal, and organizational skills
Reliable, proactive, with a strong work ethic
Naturally outgoing, engaging, and relationship-oriented, with the ability to positively contribute to a collaborative office culture.
Discreet and capable of maintaining strict confidentiality
Skilled in problem-solving and adaptable to frequent changes
Proficient in Microsoft Office Suite and generally tech savvy

Responsibilities

Skillful management of a dynamic calendar
Coordinate meetings, handling scheduling, technology setup, and correspondence
Prioritize competing demands, anticipate needs, and optimize day-to-day efficiency for the CEO
Make reservations and schedule appointments
Coordinate business, family, and school calendars
Manage day-to-day administrative operations for a growing Family Office, ensuring the office runs smoothly and efficiently, including oversight of phones, mail, supplies, and office logistics
Arrange all aspects of business, personal, and family travel (domestic and international)
Prepare expense reports, presentations, correspondence, and other business and personal documents
Handle confidential communications and correspondence with discretion and professionalism
Support household logistics, vendor management, inventory, and residential projects, including renovations and construction-related coordination as needed
Coordinate with Family Office staff, household staff, and vendors, including meeting vendors at the residence as needed
Maintain professional and personal contact databases
Assist with business, Family Office, household, and special projects
Support family logistics and scheduling as needed
Manage invitations, charitable requests, gifting, holiday cards, seasonal décor, and special occasions
Perform research, gather pricing quotes, and run errands as needed