Executive Coordinator-Private Family Office Position Available In Palm Beach, Florida

Executive Coordinator-Private Family Office Private Family Office Boca Raton, FL 33433 Job Overview We are seeking a highly organized and proactive Personal & Family Office Manager to support one or more related high-net-worth families in managing daily operations across personal, financial, and household matters. This role requires excellent attention to detail, discretion, and the ability to manage a variety of tasks independently.

Key Responsibilities:

Insurance:

Oversee all personal and property insurance policies; manage renewals, payments, and sourcing.

Real Estate:

Support management of multiple properties, including insurance, taxes, budgeting, and contracts.

Vehicles:

Maintain insurance, registrations, and support purchases/sales.

Household Staff:

Assist with hiring, payroll, and HR documentation.

Entity Management:

Maintain corporate records, registrations, and support asset titling.

Investments:

Organize private investment documentation and tax reporting.

Record Keeping:

Create and manage centralized digital and physical filing systems.

Technology:

Set up and troubleshoot devices; manage cloud storage and email systems.

Bookkeeping:

Handle bill pay, reconciliation, and assist with tax document collection.

Travel:

Coordinate all personal and family travel logistics and loyalty programs.

Education Support:

Track academic records, payments, travel, and calendar for family dependents.

Administrative Support:

Maintain shared family and professional schedules. Scheduling appointments and handling correspondence.

Vendor Coordination:

Serve as main point of contact for household and professional vendors.

Project Management:

Support special projects and conduct research as needed. Event Planning – Planning and coordinating family events, parties and gatherings Personal – occasional assistance with pets, personal shopping and errands Experience 5-7 years in personal or executive assistant roles, ideally supporting C-level executives or high-net-worth families Background in managing multiple properties, private travel, household staff, and complex schedules Experience in family office or private household settings is a strong plus Skills Highly organized and detail-oriented, with the ability to multitask and prioritize Proficient with Microsoft Office, QuickBooks, cloud storage, travel booking tools, and virtual meeting platforms Strong document handling skills for contracts and sensitive materials Capable of managing projects, vendors, and household operations Solid financial acumen: bill pay, budgeting, reconciliation, and payroll Excellent communication skills with emotional intelligence and professionalism Personal Attributes Discreet, trustworthy, and proactive Flexible and calm under pressure Polished and diplomatic in representing the family Additional Willingness to work flexible hours, including some weekends or holidays Spanish fluency is a plus Valid driver’s license, passport, and clear background check Notary Public (or willingness to obtain) Join our team as an Executive Coordinator where you can contribute to our success while growing your career in a dynamic environment!

Job Type:

Full-time Pay:

$80,000.00 – $100,000.00 per year

Benefits:

Health insurance

License/Certification:

Driver’s License (Required) Ability to

Commute:

Boca Raton, FL 33433 (Preferred) Ability to

Relocate:

Boca Raton, FL 33433: Relocate before starting work (Preferred)

Work Location:

In person