Executive Personal Assistant- Newport, RI

The Calendar Group•Newport, RI

17h•Onsite

About The Position

A private household in Newport, RI is seeking an exceptionally organized, tech-savvy Executive Personal Assistant to provide high-level, day-to-day support to the principals. This role requires superior organizational skills, polished written communication abilities, and the capacity to manage complex calendars, travel logistics, and confidential documentation. The ideal candidate is warm, professional, detail-oriented, and highly responsive, with the ability to anticipate needs and manage multiple priorities seamlessly.

Requirements

Exceptionally well-organized with strong attention to detail
Excellent written and verbal communication skills
Proficient in Microsoft Office (Outlook, Word, Excel)
Strong multitasking abilities with capacity to manage complex schedules
Discreet, trustworthy, and experienced handling confidential information
Flexible and responsive, with willingness to be available for urgent matters outside standard hours

Responsibilities

Manage principals’ personal calendars, appointments, and scheduling
Continually monitor and review principals’ email correspondence
Draft professional business letters and written communications
Arrange and manage all travel, including flights, hotels, drivers, car services, and detailed itineraries for principals, family, and guests
Communicate travel logistics in real time and adjust plans as needed
Maintain and organize digital and hard copy files, including medical records, registrations, itineraries, and personal documents
Manage and update the household manual to ensure accurate vendor, property, and security information
Scan and file documents
Coordinate with the property manager regarding vendor visits and household operations
Schedule and lead weekly staff meetings using monthly task calendars
Schedule and track medical appointments and prescriptions
Maintain and circulate a daily running task list (completed and pending items)
Oversee provisioning and ordering of household supplies in collaboration with staff
Assist with pet care as needed, including coordination with staff and reinforcement of routines
Provide flexible support during evenings and weekends for urgent matters or schedule changes