Executive Assistant / Project Manager

We are looking an exceptional Executive Assistant / Project Manager based in the Midwest, to support an Ultra high net worth Patriarch. This position is primarily responsible for providing high-level support to the patriarch of a family office, including managing ongoing personal and professional initiatives, coordinating small-to-large scale projects from planning through execution, and ensuring seamless day-to-day operations across multiple priorities.


Key Responsibilities

Project Management & Initiative Execution
• Lead and coordinate personal and professional projects from planning through completion.
• Track progress on all initiatives, ensuring follow-through and on-time delivery.
• Facilitate communication among stakeholders, vendors, family office staff, and external partners.
• Conduct research to support informed decision-making (e.g., properties, events, vendors, vehicles, market evaluations)

‍
Travel & Concierge Services
• Coordinate complex travel logistics including flights, accommodations, itineraries, and on-site preparations.
• Manage family travel arrangements and special events, ensuring highly customized experiences.

Daily Administrative & Operational Support
• Manage calendars, schedule meetings, and coordinate appointments with an eye for preventing conflicts.
• Respond promptly to emails, messages, and time-sensitive requests.

Proactive Task & Risk Management
• Anticipate needs and identify next steps without being prompted.
• Propose solutions, troubleshoot challenges, and manage obstacles with a “can-do” attitude.

Communication & Coordination
• Maintain clear, concise, and professional communication with the family, internal staff, and external partners.
• Ensure timely updates, follow-through, and reliable execution on all commitments.

Flexibility & Responsiveness
• Be available during non-traditional hours for urgent needs such as travel updates or ticketing requests.
• Adapt schedule to accommodate varying family needs, especially during international travel.
• Respond quickly to evolving priorities while maintaining a high level of organization.

Qualifications
• Highly motivated, independent, resourceful, and able to work effectively without close supervision.
• High level of discretion, integrity, and professionalism.
• Strong project management skills, including planning, coordination, stakeholder engagement, and execution.
• Exceptional communication, negotiation, and relationship-building abilities.
• Strong attention to detail and follow-through; operates with urgency.
• Comfortable in a fast-paced, dynamic environment with shifting priorities.
• Prior experience as an Executive Assistant, Project Manager, or Concierge strongly preferred but not required.
• Family Office experience a plus.
• Must be willing to work nights, weekends, and holidays as needed.

Company Benefits
• Unlimited PTO
• Company Paid Term Life Insurance
• Medical / Dental / Vision Insurance
• Company Paid Professional Development Opportunity
• 401k Plan w/ Company Match