Family Office Assistant / Personal Assistant

Job Title: Family Office Executive & Personal Assistant Location: Wayne, PA Reports To: Principal and Executive Director of Family Office Compensation: $90,000 - $100,000 DOE Position Overview The Principal and Executive Director of a private family office is seeking a dynamic, self-motivated Executive & Personal Assistant (EA/PA) to provide comprehensive administrative and personal support. This role is ideal for a highly organized professional who thrives in a fast-paced environment and demonstrates exceptional attention to detail, discretion, and emotional intelligence. The EA/PA will serve as a trusted partner to the Principal and family office leadership, delivering high-level executive support while also managing personal administrative needs. The successful candidate brings strong administrative and project management experience, a proactive mindset, and a "no task is too small" approach. Cultural fit is paramount-this individual must demonstrate humility, confidence, professionalism, and an unwavering commitment to privacy and respect. Key Responsibilities Executive Support to Principal Manage and coordinate the Principal's complex calendar, including scheduling appointments and meetings across multiple stakeholders and calendars. Draft, edit, and prepare professional correspondence, reports, and presentation materials as requested. Maintain organized physical and digital filing systems to ensure efficient information retrieval. Manage incoming and outgoing mail and packages; place and track orders for the family office as needed. Prepare meeting materials and briefing documents in advance of engagements. Keep relevant team members appropriately informed of the Principal's schedule and priorities. Reconcile, track, and submit expense reports accurately and in a timely manner. Executive Support to Family Office Leadership Coordinate and manage calendars for family office leadership, ensuring alignment across competing priorities. Arrange corporate travel, including flights, ground transportation, lodging, and detailed itineraries; provide real-time travel support as needed. Plan and execute meetings and corporate events, including logistics coordination and preparation of materials. Maintain office inventory by stocking supplies, food, and beverages. Liaise with third-party vendors and service providers to ensure timely and high-quality service delivery. Oversee and maintain digital files and cloud-based storage systems to ensure organization and accessibility. Support special projects and office management initiatives as assigned. Personal Support to Principal Plan and coordinate personal travel arrangements for the Principal and family, including detailed itineraries and real-time support during travel. Manage personal errands such as home purchases, clothing and gift procurement, and coordination of vehicle maintenance. Assist with household management, including scheduling and overseeing vendors and service providers. Support seasonal and holiday planning, including coordinating cards, gifts, and entertainment logistics. Provide flexible, hands-on assistance with personal matters as needed to ensure seamless daily operations. Qualifications & Skills Demonstrated ability to maintain the highest level of confidentiality, discretion, and integrity. Exceptional organizational skills with the ability to manage multiple projects and priorities simultaneously. Strong attention to detail and ownership mindset, with a commitment to accuracy and follow-through. Proactive, forward-thinking self-starter who anticipates needs and solves problems independently. Excellent interpersonal and communication skills, with high emotional intelligence and sound judgment. Resourceful and creative problem-solving abilities in both corporate and personal contexts. Advanced proficiency in Microsoft Office Suite and other productivity tools; ability to quickly learn new systems and software. Experience conducting research, drafting reports, and preparing polished presentations. Flexible, adaptable, and comfortable in a role where responsibilities may shift daily. Valid driver's license with a clean driving record and access to a personal vehicle for errands. Strong alignment with the values and culture of the family office. Education & Experience Minimum of seven (7) years of administrative experience supporting a senior executive in both professional and personal capacities. Prior family office experience strongly preferred. Associate's degree required; Bachelor's degree preferred. Must successfully complete a comprehensive background investigation, including cyber and social media risk evaluation. Must be legally authorized to work in the United States. Physical Requirements Prolonged periods of computer and phone use. Ability to lift and carry up to 15 pounds as needed. Occasional extended periods of standing or walking, including outdoors in various weather conditions. This is an exceptional opportunity for a polished, high-performing professional seeking a long-term role within a private family office environment where trust, discretion, and operational excellence are highly valued.

Created: 2026-03-04