An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
busy executive and business owner is seeking a highly organized, proactive, resourceful, and discreet Executive & Personal Assistant to provide comprehensive professional, personal, and family administrative support. The position serves as a trusted partner to the COO, with primary responsibility for executive organization, scheduling, communication, follow-through, research, and priority management, while also coordinating personal and family logistics that support an effective and well-organized schedule. The ideal candidate anticipates needs, exercises sound judgment, and takes ownership of assignments through completion.
KEY RESPONSIBILITIES
Executive & Administrative Support Manage the COO's professional calendar, meetings, appointments, commitments, and scheduling priorities. Monitor and organize executive communications; identify time-sensitive matters and support timely follow-through. Coordinate meetings and ensure necessary information, documents, reminders, and materials are prepared in advance. Prepare correspondence, documents, reports, presentations, forms, and other executive materials as requested. Maintain organized executive files, records, and confidential information. Coordinate business travel, including transportation, accommodations, itineraries, reservations, and related logistics. Conduct research, gather information, compare options, and present concise recommendations to support decision-making. Assist with special projects and coordinate with leadership, employees, vendors, professional advisors, and external contacts on behalf of the COO as appropriate. Executive Priority & Task Management Maintain an organized system for tracking the COO's priorities, delegated assignments, commitments, deadlines, and outstanding matters. Convert verbal, text, email, or written requests into clear action items and independently move them toward completion. Follow up with internal and external parties until matters are resolved and provide concise status updates. Anticipate deadlines, scheduling conflicts, missing information, and potential issues before they become urgent. Prepare regular summaries of completed items, outstanding matters, upcoming priorities, and decisions requiring the COO's attention. Develop practical systems and routines that improve organization, efficiency, and follow-through. Personal & Family Administration Manage and coordinate personal and family calendars, appointments, activities, reservations, registrations, and important deadlines. Regularly review school communications, emails, notices, forms, and paperwork; identify required actions and ensure timely completion or escalation. Coordinate children's school events, extracurricular activities, camps, appointments, social commitments, and related logistics. Manage social invitations, RSVPs, birthday gifts, and related arrangements. Coordinate personal and family travel, reservations, itineraries, activities, and travel preparation. Assist with personal appointments, paperwork, purchases, returns, gifting, and other administrative needs. Order and coordinate children's school, activity, clothing, personal, and other routine essentials as needed. Provide occasional logistical support for children's activities, transportation, or events when needed. Household & Personal Logistics Monitor household needs and coordinate groceries, pantry/refrigerator items, toiletries, and commonly used household essentials. Review and organize household mail, packages, deliveries, returns, and time-sensitive correspondence. Coordinate household services, maintenance, repairs, appointments, and vendors and follow through to completion. Handle routine errands, including dry cleaning, returns, shipping, grocery or household pickups, meal pickups, and other personal needs. Purchase gifts, household items, children's essentials, and other requested items. Assist with logistics and preparation for travel, holidays, guests, family events, and special occasions.
QUALIFICATIONS
3+ years of relevant experience as an Executive Assistant, Personal Assistant, Family Assistant, Household Manager, or similar high-level support role preferred. Experience supporting a senior executive, business owner, entrepreneur, or busy professional strongly preferred. Exceptional organization, prioritization, time-management, and follow-through. Strong written and verbal communication skills with excellent attention to detail. Proactive, resourceful, and able to solve problems independently while exercising sound judgment. Strong technology skills, including email, electronic calendars, Microsoft Office, online research and ordering, shared documents, and productivity tools. Valid driver's license, clean driving record, reliable transportation, and willingness to drive locally as needed. Ability to handle confidential business, personal, family, financial, and employee information with exceptional discretion.
EMPLOYMENT REQUIREMENTS
Successful pre-employment background check. Pennsylvania Child Abuse History Clearance. Pennsylvania State Police Criminal History Clearance. FBI fingerprint-based Criminal History Clearance. Professional references.
Success in this position means reducing the administrative and logistical demands on the COO so that her time and attention can remain focused on executive leadership, strategic priorities, and other high-value responsibilities. The successful candidate stays ahead of details, closes loops, and consistently brings organization and follow-through across professional and personal responsibilities.
Pay:
$65,000.00 - $75,000.00 per year Application Question(s): How many years of experience do you have as an Executive Assistant, Personal Assistant, Family Assistant, Household Manager, or in a similar high-level support role? Have you directly supported a senior executive, business owner, entrepreneur, or similarly busy professional? Do you have a valid driver's license, a clean driving record, reliable transportation, and the ability to drive locally as needed for errands, appointments, or other responsibilities?
