KP786 - Full-Time Executive Personal Assistant - West Palm Beach, FL

British American Household Staffing•West Palm Beach, FL

1d•$130,000 - $165,000•Hybrid

About The Position

A highly trusted, detail-oriented, professional and responsible full-time executive personal assistant is sought to manage the day-to-day personal, administrative, charitable, and select business-related activities of a busy Principal. This role requires exceptional organizational capability, sound judgment, discretion, and the ability to anticipate needs in a dynamic, fast-paced environment. The position interfaces across personal, household, philanthropic, and select business initiatives, requiring seamless coordination with team members, vendors, and external stakeholders. In-office presence is expected four (4) days per week during the on-boarding period, and hybrid work opportunities with significant flexibility will be offered thereafter. The Principal is respectful of boundaries and work-life balance, with total hours typically below 50 per week. Relocation will be offered to those candidates not local to West Palm Beach.

Requirements

Bachelor’s degree preferred
5+ years of experience as a Personal Assistant, Executive Assistant, or similar role in a private household or family office environment
Demonstrated experience managing complex calendars, travel, and high-touch environments
Exceptional organizational and time management skills with strong attention to detail
High level of discretion, judgment, and professionalism
Ability to operate independently while coordinating effectively with a broader team
Valid driver’s license and willingness to run errands as needed
Discretion and confidentiality
Anticipatory thinking and proactive execution
Strong organizational discipline and prioritization
Poise under pressure in a dynamic environment
Flexibility and responsiveness
This role calls for a high degree of flexibility and responsiveness, along with a willingness to work outside traditional business hours—including evenings, weekends, and holidays—on an as-needed basis to support the Principal’s evolving schedule and time-sensitive prioritie
The candidate is expected to travel to high profile charitable events, public appearances (panels, podcasts, etc.), and large-scale hospitality events, plus miscellaneous other travel as required

Responsibilities

Manage complex personal and professional calendars, including scheduling, prioritization, and conflict resolution
Assemble all relevant briefing materials and post to calendar appointment to ensure the Principal is well-prepared for all engagements
Coordinate and confirm all meetings, appointments, reservations, and social commitments
Maintain awareness of evolving priorities, proactively adjust schedules, and prioritize correspondence accordingly
Draft, review, manage and prioritize email according to Principal’s evolving filters with accuracy and professionalism
Interface with internal team members, external partners, and social contacts with discretion to maintain strict confidentiality across all communications and materials
Prepare event invitations, manage responses, and draft thank-you notes and related correspondence, ensuring flawless execution, precise distribution, and tone appropriate to each occasion
Support planning and hosting private events, dinners, and social gatherings
Coordinate vendors, logistics, staffing, and timelines
Oversee menu planning, dietary restrictions, seating arrangements, and guest experience
Ensure events are executed to a high standard consistent with the family’s expectations
Coordinate closely with the Patriarch’s Executive Assistant to ensure alignment and coordination of all travel-related logistics and schedules
Verify that all accommodations, transportation, and environments meet the Principal’s specific requirements, including heightened sensitivity considerations (e.g., chemical exposures, fragrances, cleaning protocols)
Proactively identify and mitigate potential risks or disruptions to travel plans
Develop and maintain detailed contingency and alternative plans to ensure seamless execution under changing conditions
Provide administrative and operating support for charitable foundation activities
Coordinate meetings, initiatives, and correspondence related to philanthropic efforts
Track commitments, events, key relationships, donations, receipts, attendees and interested parties
Liaise with estate staff, vendors, and service providers to ensure smooth household operations and assist in developing and maintaining household systems, manuals, and inventories
Oversee select projects related to residences, personal logistics and special accommodation
Manage errands and day-to-day personal requests as needed and upon request
Support business development and organizational efforts across select initiatives (e.g., publishing, digital/media projects)
Coordinate and execute special projects from inception through completion
Develop presentations and materials (PowerPoint, reports, summaries) and maintain organized digital and physical archives
Maintain contact databases and track important dates, relationships, and commitments
Organize records and ensure accessibility of key documents
Demonstrate strong follow-through and accountability across all responsibilities
Other duties as assigned
Utilize advanced Microsoft Excel for data tracking, reporting, and analysis (pivot tables, formulas, dashboards)
Manage executive communications and scheduling using Microsoft Outlook, including calendar optimization and inbox prioritization
Design visually engaging presentations, documents, and social/media materials using Canva.
Utilize Basecamp to manage specific technology development projects
Maintain and organize digital files and workflows across platforms such as Google Workspace, SharePoint, or Dropbox