Personal / Executive Assistant at Dynamic Family Office in West Palm Beach

Our client, a highly reputable family office, is looking to hire a Personal / Executive Assistant for their West Palm Beach office. In this role, the candidate will provide end-to-end administrative, personal, and executive support across both personal and business matters. The successful candidate will demonstrate sound judgment, adaptability, and clear communication, with a can-do, flexible attitude. Candidate will have the ability to remain available, with notice, for key engagements and online during travel, when needed. This is an exciting opportunity to get involved, wear different hats, and join a dynamic team!
 

RESPONSIBILITIES

• Manage all travel, dining, and accommodation arrangements, ensuring seamless logistics and detailed itineraries
• Coordinate calendars across multiple individuals, working closely with assistants, executives, and household staff
• Proactively oversee scheduling, personal appointments, reservations, and confirmations to ensure accuracy and efficiency
• Prepare and submit expense reports and track related documentation
• Plan, organize, and support business, personal and social engagements, including family gatherings and private events
• Welcome and assist guests in both office and household settings with professionalism and discretion
• Maintain ongoing communication with administrative colleagues and household team members
• Coordinate the pickup and delivery of personal items such as packages and mail
• Research, source, and purchase items as requested, including online and in-person shopping
• Maintain organized electronic filing systems
• Track incoming and outgoing correspondence, ensuring materials are properly filed
• Conduct research on various topics, summarize findings, and maintain related records
• Ongoing ad hoc assignments and projects as requested

REQUIREMENTS

• 3+ years of relevant experience in a similar role - out of hospitality is a plus!
• Strong verbal and written communication skills
• Proficiency with Microsoft Office Suite and comfort with modern technology, including apps and smartphones
• Exceptional organizational skills and strong attention to detail
• Flexible approach with the ability to operate beyond a set job scope
• Confident, capable, and solutions-oriented professional
• Ability to manage multiple requests simultaneously, prioritize effectively, and respond with urgency when needed
• Proactive self-starter who takes initiative and follows through
• Ability to work flexible hours if needed (i.e. for events or to stay online when principals are traveling, etc.)
• Comfortable adapting to last-minute changes
• Able to work independently while collaborating effectively with a broader team
• Willingness to travel between residences as required
• College degree preferred

SALARY
$100-$135K (DOE) + Benefits + Discretionary Bonus Opportunity + Perks!

HOURS
8:30am-5:30pm (DOE) + flexibility if needed
This role is on-site, 5x/ a week, with the ability to travel between the office and residences
There will also be flexibility to WFH during certain times of the year