Executive Personal Assistant

Executive Personal Assistant | Family Office & CEO Support

Coconut Grove, FL

We are seeking an experienced Executive Personal Assistant to support the CEO of a growing Family Office and their family. This hybrid role combines executive, personal, household, and family support and requires someone who is equally comfortable navigating business and personal responsibilities. Prior Family Office experience, sound judgment, and a proactive, service-oriented approach are essential.

The ideal candidate is smart, dynamic, and relationship-oriented, with a naturally extroverted personality and the ability to thrive in a collaborative environment. Highly organized, discreet, and adaptable, they will serve as a trusted partner to the principal and his family while contributing positively to a growing office culture.

Responsibilities

• Skillful management of a dynamic calendar
• Coordinate meetings, handling scheduling, technology setup, and correspondence
• Prioritize competing demands, anticipate needs, and optimize day-to-day efficiency for the CEO
• Make reservations and schedule appointments
• Coordinate business, family, and school calendars
• Manage day-to-day administrative operations for a growing Family Office, ensuring the office runs smoothly and efficiently, including oversight of phones, mail, supplies, and office logistics
• Arrange all aspects of business, personal, and family travel (domestic and international)
• Prepare expense reports, presentations, correspondence, and other business and personal documents
• Handle confidential communications and correspondence with discretion and professionalism
• Support household logistics, vendor management, inventory, and residential projects, including renovations and construction-related coordination as needed
• Coordinate with Family Office staff, household staff, and vendors, including meeting vendors at the residence as needed
• Maintain professional and personal contact databases
• Assist with business, Family Office, household, and special projects
• Support family logistics and scheduling as needed
• Manage invitations, charitable requests, gifting, holiday cards, seasonal décor, and special occasions
• Perform research, gather pricing quotes, and run errands as needed

Qualifications

• Minimum seven years' experience supporting a Family Office, private principal, founder, CEO, or UHNW family
• Prior Family Office experience strongly preferred
• Excellent verifiable references
• Undergraduate degree or equivalent professional experience
• A natural "can-do" attitude toward a wide variety of tasks
• Exceptional communication, interpersonal, and organizational skills
• Reliable, proactive, with a strong work ethic
• Naturally outgoing, engaging, and relationship-oriented, with the ability to positively contribute to a collaborative office culture.
• Discreet and capable of maintaining strict confidentiality
• Skilled in problem-solving and adaptable to frequent changes
• Proficient in Microsoft Office Suite and generally tech savvy

Compensation and Terms

• Base compensation $150,000 to $160,000 commensurate with qualifications and experience.
• General work schedule is Monday to Friday, 9:00 AM to 5:00 PM, with flexibility for occasional early or late starts
• Excellent benefits package includes an annual discretionary bonus, excellent health/dental/vision insurance, PTO, sick days, and NYSE holidays.

Our Story:

Mahler Private Staffing works with America’s leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidates as well as we know our clients, so we can make lasting, long-term placements.

Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration. We would like to emphasize that there are no fees associated with the application process for applicants.