KP786 - Full-Time Executive Personal Assistant - West Palm Beach, FL

About the position

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.

Responsibilities
• Manage 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
• Draft, 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 occasion
• Support 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
• Coordinate closely with the Patriarch’s Executive Assistant to ensure alignment and coordination of all travel-related logistics and schedules
• Verify 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 plans
• Develop and maintain detailed contingency and alternative plans to ensure seamless execution under changing conditions
• Provide 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 parties
• Liaise 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 request
• Support 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 archives
• 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 assigned
• Utilize 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 prioritization
• Design visually engaging presentations, documents, and social/media materials using Canva.
• Utilize Basecamp to manage specific technology development projects
• Maintain and organize digital files and workflows across platforms such as Google Workspace, SharePoint, or Dropbox

Requirements
• Bachelor’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 needed
• Discretion and confidentiality
• Anticipatory thinking and proactive execution
• Strong organizational discipline and prioritization
• Poise under pressure in a dynamic environment
• Flexibility and responsiveness
• This 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 prioritie
• The 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 required

Benefits
• Health Insurance, Dental, Vision, and Ancillaries
• 401K with matching after vesting period
• Paid time off and holidays

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