Executive Personal Assistant Full-Time, On-Site — Palm Beach Gardens, Florida About the Role We are seeking a highly capable, proactive, and discreet Executive Personal Assistant to support three senior members of a private family office with a combination of business, personal, household, travel, and administrative needs. This is a full-time, on-site position in Palm Beach Gardens and is not a remote or hybrid role. The position is best suited for an experienced professional who is comfortable working in a highly personal, fast-moving environment where priorities can change quickly and no two days are exactly the same. The ideal candidate will bring structure, follow-through, sound judgment, and calm professionalism to a busy executive team. This person must be equally comfortable coordinating an important business meeting, organizing complex travel, managing household vendors, reviewing files, handling personal appointments, and responding to an unexpected last-minute request. Key Responsibilities Reports directly to the CEO, managing both business and personal matters with discretion and efficiency. Manage complex calendars, appointments, reminders, and scheduling across business meetings, medical appointments, civic and charitable activities, social engagements, and family commitments. Coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries, travel documents, reservations, and schedule changes. Organize internal and external meetings, conferences, events, memberships, and executive participation in professional, civic, charitable, and social organizations. Monitor and manage executive email accounts, voicemail, text messages, and other communications, ensuring that urgent matters are identified, prioritized, and addressed promptly. Maintain complete and accurate contact records, calendars, confirmations, itineraries, meeting materials, and related documentation. Coordinate scheduling of household services, maintenance appointments, personal vendors, medical providers, reservations, and other personal or family-office needs. Maintain organized records of services and contacts. Assist with personal errands and administrative tasks as requested. Support office organization, including filing, file-cabinet review, document sorting, labeling, indexing, scanning, data entry, and organizing paper and electronic records. Help organize historical travel, expense, and supporting records for management and professional advisers. Manage office supplies, inventory, deliveries, printing, mailing, and general office coordination. Coordinate correspondence, spreadsheets, presentations, meeting materials, expense records, and other documents using Microsoft Office with staff. Assist with event coordination, invitations, registrations, ticket management, guest lists, and follow-up. Support basic marketing and communications projects, which may include email campaigns, event materials, articles, contact lists, and coordination with outside vendors. Set up and assist executives with Zoom, Microsoft Teams, laptops, phones, calendars, printers, and other everyday technology. Anticipate needs, identify potential conflicts, follow up without being reminded, and manage a steady flow of changing priorities and ad hoc projects. Provide clear status updates and promptly raise any scheduling conflict, missed deadline, incomplete assignment, or issue requiring an executive decision. Schedule and Work Environment Full-time, on-site position in Palm Beach Gardens. Standard office hours are generally 8:30 a.m. to 5:00 p.m., Monday through Friday. Some flexibility may occasionally be required for urgent executive needs, travel changes, events, or time-sensitive matters. Remote work is not part of the regular position. The role supports executives who value personal communication, detailed follow-up, printed materials, and well-organized paper and electronic systems. Qualifications Minimum of five years of experience supporting senior executives, business owners, high-net-worth individuals, or a private family office. Demonstrated experience managing both business and personal responsibilities. Exceptional organizational, prioritization, and time-management skills. Ability to manage multiple assignments, changing priorities, and last-minute requests without losing attention to detail. Strong proficiency with Microsoft Outlook, Word, Excel, and PowerPoint. Comfort working with multiple email accounts, calendars, phones, devices, portals, and paper-based systems. Excellent written and verbal communication skills. Strong judgment, emotional intelligence, tact, and professionalism. Proven ability to handle confidential, personal, financial, medical, travel, and business information with complete discretion. Ability to accept direction, respond professionally to feedback, and work cooperatively with executives, coworkers, family members, clients, vendors, and advisers. Strong follow-through and a willingness to take ownership of assignments from start to finish. Experience coordinating travel, events, household vendors, medical appointments, or family-office logistics is strongly preferred. Experience in project management, event planning, office management, marketing support, or records organization is a plus. Valid driver's license and reliable transportation may be required for occasional local errands or vendor coordination. Essential Traits The successful candidate will be: Highly dependable and punctual. Proactive rather than reactive. Comfortable handling both professional and personal assignments. Calm under pressure. Detail-oriented without losing sight of priorities. Resourceful and willing to research unfamiliar requests. Respectful, polished, and discreet. Able to recognize when to act independently and when to seek approval. Comfortable working in an environment where priorities may change throughout the day. Willing to perform both high-level executive support and routine administrative or organizational tasks. Ideal Candidate This role is designed for someone who takes pride in making the lives of busy executives more organized, efficient, and manageable. The ideal candidate notices details others miss, follows through without repeated reminders, and approaches every assignment with professionalism—whether coordinating international travel, preparing an executive for a meeting, scheduling a household vendor, organizing years of files, or handling an urgent last-minute change. This is an excellent opportunity for an experienced Executive Personal Assistant who enjoys variety, values long-term trust, and understands that successful family-office support requires flexibility, discretion, organization, and a genuine service-oriented mindset.

Job Type:

Full-time Pay:

$55,000.00 - $80,000.00 per year

Benefits:

Health insurance Life insurance Paid time off Application Question(s): What makes you a great fit for this position? What is your expected salary? Why did your last role end or why do you want to leave your current role?

Experience:

Executive Assistant:

3 years (Required) Ability to

Commute:

Palm Beach Gardens, FL 33410 (Required)

Work Location:

In person