What are the responsibilities and job description for the Senior Executive Assistant / Family Office Operations Manager position at White Star Logistics?
📍 Orlando, FL (Onsite – Home-Based Initially)
đź’Ľ Full-Time | Senior-Level
We are seeking a highly experienced Senior Executive Assistant / Family Office Operations Manager to serve as the operational right hand to a fast-growing entrepreneur, business owner, and family office operation based in Orlando, FL.
This is a high-trust, high-responsibility role for someone who thrives in creating structure, organization, and operational consistency across both business and personal environments.
The ideal candidate is proactive, detail-oriented, highly organized, emotionally mature, and capable of operating independently with minimal supervision.
This role supports executive operations, household management, real estate coordination, travel logistics, recruiting support, and family office administration.
The business is currently home-based with plans to transition into a formal office environment in Orlando or Austin as operations continue to scale.
This is NOT an entry-level role. We are specifically seeking someone who has previously supported a founder, executive, entrepreneur, family office, or high-net-worth household and can contribute immediately with limited ramp-up time.
- Monitor, prioritize, and manage executive inboxes with discretion and accuracy
- Draft, proofread, and coordinate professional correspondence
- Maintain and optimize executive calendars across business and personal priorities
- Coordinate meetings, interviews, appointments, and scheduling logistics
- Protect executive focus time by proactively organizing workflow and priorities
- Manage household-related administrative tasks including bills, HOA matters, subscriptions, and vendor coordination
- Organize physical mail, scanning, filing, and follow-up action items
- Assist spouse with English-language documents and correspondence
- Coordinate family schedules, appointments, activities, and logistics
- Support nanny scheduling, coordination, and payroll administration
- Coordinate errands, deliveries, registrations, renewals, and service providers
- Maintain organized digital filing systems across business, personal, and real estate operations
- Track open tasks, follow-ups, deadlines, and commitments
- Ensure recurring responsibilities and administrative processes remain organized and current
- Prepare agendas, summaries, notes, and follow-up action items
- Coordinate travel planning and logistics for business and personal needs
- Support recruiting coordination including interview scheduling and candidate communication
- Assist with operational planning and organizational priorities
- Update and maintain executive dashboards, trackers, and organizational reporting systems
- Track personal financial organization, net-worth items, and administrative records
- Maintain organized documentation related to business, real estate, and household operations
- Ensure systems, files, and recurring workflows remain accurate and up to date
- Coordinate with contractors, attorneys, property managers, HOAs, and vendors
- Track project timelines, invoices, contracts, and documentation
- Support ongoing real estate projects in the U.S. and Dominican Republic
- Compile recurring executive and organizational reports
- Review recurring processes and identify opportunities for increased organization and efficiency
- Conduct monthly alignment meetings with the executive to review priorities, workflow, and support needs
- Improve systems, workflows, organization, and communication processes
- Help ensure business and household operations remain structured, organized, and proactive rather than reactive
- 7 years experience supporting a founder, executive, entrepreneur, or family office
- Proven ability to operate independently with minimal oversight
- Strong organizational, prioritization, and follow-through skills
- Exceptional attention to detail and discretion
- High level of professionalism, emotional maturity, and confidentiality
- Comfortable managing both business and personal responsibilities
- Strong written and verbal communication skills
- Tech-savvy with Google Workspace, Microsoft Office, spreadsheets, cloud organization, and task management systems
- Experience coordinating real estate, vendors, or household operations strongly preferred
- Spanish proficiency is a strong plus
- Valid driver’s license and reliable transportation
The ideal candidate is:
- Calm under pressure
- Extremely organized and detail-oriented
- Proactive and resourceful
- Process-minded and operationally strong
- Comfortable supporting a fast-moving entrepreneur
- Able to anticipate needs and solve problems independently
- Comfortable working in a high-trust, home-based professional environment
- Low ego, high execution
- $90,000 – $120,000 salary depending on experience
- Performance bonus opportunity
- PTO and paid holidays
- Mileage and errand reimbursement
- Long-term growth opportunity
If you are an experienced operator who enjoys bringing structure, organization, and calm to complex business and family operations, we would love to hear from you.
Salary : $90,000 - $120,000