Executive Assistant to High-Net-Worth Family Office

Executive Assistant (High Net Worth Family Office)

Location:

South Miami, FL (On-Site)

Reports To:

Chief of Staff FLSA Status:

Exempt Compensation:

$125,000 - $175,000 base salary (commensurate with experience and qualifications), plus discretionary annual bonus ____________________________________________________________________________________________

POSITION OVERVIEW A

highly established and discreet High Net Worth Family Office in South Miami is seeking an Executive Assistant to provide high-level, sophisticated administrative and operational support to the Principal and Chief of Staff. This role supports a highly integrated environment where business operations, estate management, and personal affairs operate as one unified portfolio . The Executive Assistant must be comfortable working in a lifestyle-integrated family office environment where priorities shift quickly, and responsiveness is essential. While urgent matters outside standard business hours are typically infrequent, the role requires a proactive and responsive mindset when operational or estate-related issues arise. The position operates at the center of executive operations, estate coordination, and strategic administrative management. The Executive Assistant will regularly interface with senior executives, professional advisors, vendors, and key stakeholders across the Principal's business, estate, and philanthropic activities. Business operations, estate coordination, and personal support responsibilities operate as a unified portfolio within the family office environment. The successful candidate will demonstrate exceptional discretion, sound judgment, anticipatory thinking, and the ability to manage multiple priorities within a fast-paced and highly confidential environment. This individual serves as a trusted gatekeeper and extension of leadership, helping ensure seamless coordination across the Principal's professional and personal operations. ____________________________________________________________________________________________

FAMILY OFFICE ENVIRONMENT

This dynamic and relationship-driven family office supports a Principal with diverse business investments, real estate holdings, and philanthropic initiatives. The environment combines structured planning with highly reactive operational needs, requiring the Executive Assistant to manage multiple requests, coordinate communications, and respond quickly to time-sensitive matters.

The office culture emphasizes:

Professional discretion Loyalty and accountability Precision and reliability Long-term relationship building Operational excellence Confidentiality, professionalism, and trust are foundational expectations for this role. ____________________________________________________________________________________________

KEY RESPONSIBILITIES

Executive and Strategic Administrative Support:

Provide high-level administrative and operational support to the Principal and Chief of Staff. Exercise sound judgment in managing priorities and resolving routine operational matters, while escalating higher-impact decisions to the Chief of Staff. Screen, prioritize, and manage inbound and outbound communications with strong executive discretion, escalating urgent or time-sensitive matters as appropriate. Transcribe voicemail messages and maintain a detailed call log to ensure accurate documentation and timely follow-up. Prepare meeting materials, briefing documents, and background research in advance of meetings. Maintain and regularly update a comprehensive contact and relationship management database. Draft and edit professional correspondence, reports, and executive documentation. Safeguard confidential business and personal information at all times.

Calendar, Scheduling, and Travel Management:

Manage complex schedules involving business, investment, estate, and personal commitments. Coordinate and maintain dynamic executive calendars, scheduling business meetings, personal appointments, reservations, and private engagements. Anticipate scheduling conflicts and proactively resolve competing priorities. Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries. Manage travel logistics between airports, residences, offices, board meetings, and private events. Executive travel support is typically coordinated remotely; travel with the Principal is rare and only required in exceptional circumstances. Prepare detailed travel itineraries and supporting documentation for the Chief of Staff review.

Vendor, Estate, and Property Coordination:

Support operational coordination of estate and property matters under the direction of the Chief of Staff. Coordinate and oversee estate-related projects (e.g., landscaping, property improvements, and maintenance initiatives) from vendor engagement through completion, providing regular updates to the Chief of Staff. Serve as the primary point of contact for vendors, contractors, and service providers supporting offices and estate properties. Schedule and coordinate routine maintenance, repairs, and service appointments for offices and residences while monitoring vendor access, project timelines, and deliverables. Review vendor invoices, proposals, and contracts for accuracy before submitting them to the Chief of Staff for approval. Assist with coordination of household services, estate logistics, and other operational support as needed. Respond promptly to urgent estate or vendor matters and escalate issues in accordance with established protocols.

Office Operations and Asset Coordination:

Assist with organization and operational support across office and estate environments. Coordinate organization and upkeep of offices, residences, storage areas, and operational spaces. Monitor and replenish office, household, and operational supplies. Assist with the coordination of events and gatherings at offices or residences. Support logistics related to family office assets when required. Maintain organized digital and physical filing systems.

Communication and Escalation:

Maintain clear and effective communication with the Principal, Chief of Staff, vendors, and key stakeholders to ensure operational continuity. Provide regular updates to the Chief of Staff regarding assigned tasks, vendor coordination, scheduling matters, and ongoing estate or operational projects. Communicate with vendors and service providers to coordinate work, monitor timelines, and track project progress. Maintain timely responsiveness to leadership communications during business hours, typically within a short response window when operationally feasible. Utilize appropriate communication channels based on urgency (phone, email, messaging platforms). Escalate critical or time-sensitive issues promptly to the Chief of Staff or Principal as appropriate.

Technology and Information Security:

Maintain the integrity, accuracy, and confidentiality of digital systems and records. Adhere to strict information security and device usage protocols Utilize Microsoft Outlook and other office technologies at an advanced level. Maintain organized digital workflows and document management systems. ____________________________________________________________________________________________

IDEAL CANDIDATE PROFILE

The successful candidate will demonstrate: Exceptional organization and attention to detail Strong anticipatory thinking and proactive problem-solving abilities High emotional intelligence with a professional and approachable demeanor Ability to manage multiple priorities while remaining calm and composed in a fast-paced environment Sound judgment when handling confidential or sensitive information Adaptable, solutions-oriented mindset with the energy and initiative to anticipate needs and take action Ability to integrate comfortably into both professional and social environments A long-term relationship mindset and commitment to supporting executive operations Strong communication style that balances professionalism, directness, and discretion when interacting with leadership, vendors, and stakeholders. ____________________________________________________________________________________________

QUALIFICATIONS

Bachelor's degree required; degree from an accredited college or university preferred Proven organizational, coordination, and project management skills with strong attention to detail Excellent interpersonal and communication skills with experience interacting with senior executives, vendors, and key stakeholders Advanced proficiency in Microsoft Outlook and digital workflow systems Demonstrated professional maturity, sound judgment, and discretion when supporting senior executives or principals in high-trust environments Demonstrated flexibility and responsiveness when urgent operational matters arise outside standard business hours Valid driver's license and reliable personal transportation required for local errands, vendor coordination, and estate support activities. Strong professional references from current and prior employers required. A minimum of three professional references will be requested during the final stage of the hiring process. Final candidates may be subject to comprehensive background screening, including criminal, financial, and driving history checks, in accordance with applicable laws. ____________________________________________________________________________________________

PREFERRED EXPERIENCE

Experience working in family offices, private households, investment offices, or high-net-worth environments Prior experience supporting senior executives, principals, or high-level leadership. Experience in luxury hospitality, private service, or client-facing environments supporting high-net-worth individuals may also be considered. ____________________________________________________________________________________________

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that may be required to successfully perform the essential functions of this position. This role requires the ability to sit for extended periods, communicate verbally and in writing, and operate standard office equipment such as computers, phones, and other office technology. The position may also require regular movement throughout office spaces, residences, and estate properties while coordinating vendors, overseeing projects, or supporting operational needs. Responsibilities may involve walking between buildings or operational areas, navigating stairs, and moving efficiently across property grounds during vendor coordination, property maintenance oversight, or event preparation. The role may occasionally require the ability to move quickly between locations on the property when responding to operational matters, vendor needs, or time-sensitive situations. Occasional lifting, carrying, pushing, or moving of materials or supplies up to approximately 35 pounds may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. ____________________________________________________________________________________________

COMPENSATION AND BENEFITS

Competitive Base Salary:

$125,000 - $175,000 (commensurate with experience and qualifications) Discretionary annual bonus Comprehensive medical, dental, and vision benefits Paid time off 401(k) retirement plan Long-term career opportunity within a stable family office The role includes an initial six-week introductory period to support onboarding and mutual assessment of the position. A Non-Disclosure Agreement (NDA) is required due to the confidential nature of this role. ____________________________________________________________________________________________

EQUAL OPPORTUNITY STATEMENT

The Family Office is committed to maintaining a professional environment that values integrity, professionalism, and respect. We are an equal opportunity employer and encourage applications from all qualified individuals, including those who contribute to a diverse and inclusive workplace.

Pay:

$125,000.00 - $175,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance Application Question(s): Do you have reliable transportation and a valid driver's license?

Education:

Bachelor's (Required)

Location:

South Miami, FL 33243 (Preferred) Ability to

Commute:

South Miami, FL 33243 (Required) Ability to

Relocate:

South Miami, FL 33243: Relocate before starting work (Required)

Work Location:

In person