Executive Personal Assistant to Principal - Miami

Seeking a bright professional Full-Time Executive Personal Assistant to support a dynamic high-profile Principal based in Florida (Miami area).

We are searching for someone loyal and trustworthy who is looking for a long-term opportunity. You will be proactive, unflappable with changing plans, and remain calm in stressful situations. You will act as the principal’s right-hand and gatekeeper and will be responsible for managing her daily calendar in a professional and efficient manner.

The ideal candidate must be extremely organized and obsessively attentive to details. He or she must demonstrate an elevated level of maturity, self-confidence and exceptional intuition and judgment. Confidentiality and discretion are of paramount importance as this position manages sensitive and private issues daily. The ideal candidate thrives in a culture of high standards, flexibility and is adaptable to change, has direct communication skills and a respectful demeanor. Must have situational awareness, the ability to read a room and be assertive and direct when necessary. Must work well in a large, multifaceted team and have a can do, cheerful outlook while being assertive and taking initiative to help the team stay on task.

This position involves heavy domestic and international travel. The Executive Personal Assistant should expect 25-50% of their schedule to be traveling, assisting in all aspects of the principal’s personal life while traveling. The Executive Personal Assistant will report to the Estate Manager and will receive direction from the Principal and the Estate Manager.

Primary Responsibilities:

The successful candidate will help and support the principal with a variety of projects and tasks, including but not limited to:

• Work and adapt to a system already in place while adding value to help maintain and improve overall efficiency for the principal.
• Work closely and be the communications/liaison with the with the Home Office.
• Manage principal’s daily schedule, trip itineraries and drives.
• Be thoughtful, observant, and attentive to the principal’s preferences.
• Assist the property management and wardrobe teams when principal is at residences.
• Special projects and events coordination when accompanying principal on trips.
• Coordinate and schedule appointments with personal service vendors. Manage principal’s schedule keeping her on time for appointments and reservations.
• Prescreen wardrobe for events.
• Research and prepare documents for upcoming engagements.
• Take comprehensive meeting notes and tracking next steps.
• Must be tech savvy as you will be using digital platforms for scheduling, managing contacts list, gift schedules, task completion and routine checklists.
• Gift and personal purchases management, errand running and tracking personal preferences like groceries, beverages, medicine, linens, and toiletries.
• Other duties as assigned.

Qualifications: 

• Must have a minimum of 5 years’ experience as a Personal/Executive/Travel Assistant with experience working for UHNW individuals.
• Must be prepared to travel 25-50% of the time.
• Flexible to work long days, weekends, and holidays, as necessary.
• Professional in appearance and demeanor.
• Adept in working in fast-paced, ever-changing environments where the utmost discretion and confidentiality are required. 
• Exceptional written and verbal communication skills.

• Advanced working knowledge of Microsoft Word and Excel preferred.

• Skilled at prioritizing and completing tasks with a sense of urgency.
• Authorized to work within the United States and clean driving record; know the Miami-area, well.
• Fluent in English verbally and written.
• Valid, unrestricted Driver’s License, Passport, and reliable, insured vehicle.
• Successful completion of thorough background investigation and reference checks.

Schedule:  

This is an Exempt full-time position. Flexibility will be key in this role and will require work outside of traditional business hours. The candidate must be flexible and willing to travel, work evenings, weekends and potentially on holidays.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Stamina for heavy Domestic and International travel.
• Must be able to lift-up to fifteen pounds at a time.

Compensation:

As required by applicable Pay Transparency laws, Northwestern LLC provides a range of minimum compensation for roles that may be hired in locations under these requirements. Factors that may be used to determine your actual salary may include a wide array of things including: your specific skills and experience, geographic location, or other relevant factors. The starting annual salary for this position is: between USD $175k and $200k.

Northwestern LLC also provides comprehensive well-being programs including medical, dental and vision benefits, life insurance, disability insurance and generous paid time off.

Salary : $175,000 - $200,000