KP786 - Full-Time Executive Personal Assistant - West ...

A highly trusted, detail-oriented, professional and responsible full-time executive personal assistant is sought to manage the day-to-day personal, administrative, charitable, and select business-related activities of a busy Principal. This role requires exceptional organizational capability, sound judgment, discretion, and the ability to anticipate needs in a dynamic, fast-paced environment. The position interfaces across personal, household, philanthropic, and select business initiatives, requiring seamless coordination with team members, vendors, and external stakeholders.In-office presence is expected four (4) days per week during the on-boarding period, and hybrid work opportunities with significant flexibility will be offered thereafter. The Principal is respectful of boundaries and work-life balance, with total hours typically below 50 per week.Relocation will be offered to those candidates not local to West Palm Beach.Key Responsibilities:Principal Support & Calendar ManagementManage complex personal and professional calendars, including scheduling, prioritization, and conflict resolution Assemble all relevant briefing materials and post to calendar appointment to ensure the Principal is well-prepared for all engagements Coordinate and confirm all meetings, appointments, reservations, and social commitments Maintain awareness of evolving priorities, proactively adjust schedules, and prioritize correspondence accordingly Communication & CorrespondenceDraft, review, manage and prioritize email according to Principal’s evolving filters with accuracy and professionalism Interface with internal team members, external partners, and social contacts with discretion to maintain strict confidentiality across all communications and materials Prepare event invitations, manage responses, and draft thank-you notes and related correspondence, ensuring flawless execution, precise distribution, and tone appropriate to each occasionEvent Planning & Hospitality CoordinationSupport planning and hosting private events, dinners, and social gatherings Coordinate vendors, logistics, staffing, and timelines Oversee menu planning, dietary restrictions, seating arrangements, and guest experience Ensure events are executed to a high standard consistent with the family’s expectations Travel Planning & Special Requirement VerificationCoordinate closely with the Patriarch’s Executive Assistant to ensure alignment and coordination of all travel-related logistics and schedulesVerify that all accommodations, transportation, and environments meet the Principal’s specific requirements, including heightened sensitivity considerations (e.g., chemical exposures, fragrances, cleaning protocols)Proactively identify and mitigate potential risks or disruptions to travel plansDevelop and maintain detailed contingency and alternative plans to ensure seamless execution under changing conditions Philanthropy & Foundation SupportProvide administrative and operating support for charitable foundation activities Coordinate meetings, initiatives, and correspondence related to philanthropic efforts Track commitments, events, key relationships, donations, receipts, attendees and interested partiesHousehold Coordination & Personal AffairsLiaise with estate staff, vendors, and service providers to ensure smooth household operations and assist in developing and maintaining household systems, manuals, and inventories Oversee select projects related to residences, personal logistics and special accommodation Manage errands and day-to-day personal requests as needed and upon requestProject Management & Special InitiativesSupport business development and organizational efforts across select initiatives (e.g., publishing, digital/media projects) Coordinate and execute special projects from inception through completion Develop presentations and materials (PowerPoint, reports, summaries) and maintain organized digital and physical archivesAdministrative Maintain contact databases and track important dates, relationships, and commitments Organize records and ensure accessibility of key documents Demonstrate strong follow-through and accountability across all responsibilities Other duties as assignedTechnology & Systems ExpertiseUtilize advanced Microsoft Excel for data tracking, reporting, and analysis (pivot tables, formulas, dashboards)Manage executive communications and scheduling using Microsoft Outlook, including calendar optimization and inbox prioritizationDesign visually engaging presentations, documents, and social/media materials using Canva. Utilize Basecamp to manage specific technology development projectsMaintain and organize digital files and workflows across platforms such as Google Workspace, SharePoint, or DropboxBachelor’s degree preferred 5+ years of experience as a Personal Assistant, Executive Assistant, or similar role in a private household or family office environment Demonstrated experience managing complex calendars, travel, and high-touch environments Exceptional organizational and time management skills with strong attention to detail High level of discretion, judgment, and professionalism Ability to operate independently while coordinating effectively with a broader team Valid driver’s license and willingness to run errands as neededDiscretion and confidentiality Anticipatory thinking and proactive execution Strong organizational discipline and prioritization Poise under pressure in a dynamic environmentFlexibility and responsivenessUS passport, Green Card, or EACThis role calls for a high degree of flexibility and responsiveness, along with a willingness to work outside traditional business hours—including evenings, weekends, and holidays—on an as-needed basis to support the Principal’s evolving schedule and time-sensitive prioritieThe candidate is expected to travel to high profile charitable events, public appearances (panels, podcasts, etc.), and large-scale hospitality events, plus miscellaneous other travel as requiredBase Salary: $130,000 - $165,000++Annual Bonus: 10% - 20% of base salaryBenefits:Health Insurance, Dental, Vision, and Ancillaries401K with matching after vesting periodPaid time off and holidays

Created: 2026-04-06