Executive Personal Assistant

ROLE DESCRIPTION

Personal Assistant & Executive Administrator

Hybrid Executive Support — Business Operations — Personal Affairs

Reports to

Principal / Executive directly

Location

On-site (in-person presence required for personal duties)

Employment type

Full-time, exempt

Hours

Standard business hours with flexibility for early mornings, evenings, and occasional weekends as needed

Travel

Occasional, domestic may have some international (estimated 5–15%)

Role Summary

The Personal Assistant & Executive Administrator is a trusted, discreet, and highly organized professional who serves as the right hand to the principal across both professional and personal domains. The role combines traditional executive administration—calendar management, communications, travel, meeting coordination, and project tracking—with personal assistant responsibilities that support the principal’s household, family logistics, and lifestyle.

This is a high-trust position requiring exceptional judgment, anticipatory thinking, and the ability to operate seamlessly across business and personal contexts. The ideal candidate is proactive rather than reactive, treats confidentiality as foundational, and takes ownership of outcomes rather than tasks.

Core ResponsibilitiesExecutive & Administrative Support

• Calendar & scheduling: Own the principal’s calendar end-to-end. Prioritize, schedule, reschedule, and protect time. Resolve conflicts before they reach the principal.
• Inbox & communications: Triage email, draft correspondence, respond on the principal’s behalf where appropriate, and surface what truly requires their attention.
• Meeting management: Prepare agendas, briefing materials, and pre-reads. Take minutes, track action items, and follow up to closure.
• Travel coordination: Plan and book complex domestic and international travel including flights, ground transportation, accommodations, visas, and detailed itineraries with contingency options.
• Document preparation: Draft, format, and proofread memos, reports, presentations, and contracts. Maintain document templates and version control.
• Expense & reimbursement: Manage corporate cards, reconcile expenses, prepare reports, and ensure timely submission and reimbursement.

Business Operations Support

• Project tracking: Maintain a master view of the principal’s active projects, deadlines, and commitments. Flag risks early.
• Vendor & stakeholder coordination: Serve as primary point of contact for vendors, service providers, advisors, and internal stakeholders.
• Light contract administration: Track agreements, renewals, and key dates. Coordinate with legal counsel and route documents for review and signature.
• Records & filing: Maintain organized digital and physical filing systems. Ensure records retention practices are followed.
• Process improvement: Identify inefficiencies in workflows and propose or implement improvements.

Personal Assistant Duties

• Household coordination: Liaise with household staff, contractors, and service providers. Coordinate maintenance, deliveries, and home projects.
• Personal errands & logistics: Manage shopping, gifts, returns, dry cleaning, prescriptions, and similar errands.
• Family scheduling: Coordinate family appointments, school-related logistics, and social engagements as directed.
• Event planning: Plan and execute personal events ranging from small dinners to larger gatherings—venue, catering, invitations, and on-day coordination.
• Reservations & bookings: Restaurants, personal travel, tickets, appointments, and memberships.
• Gift management: Maintain gift lists, source thoughtful gifts, and handle wrapping and delivery for birthdays, holidays, and business occasions.

Confidentiality & Discretion

• Handle highly sensitive personal, financial, and business information with absolute discretion.
• Sign and uphold non-disclosure obligations.
• Exercise sound judgment on what information to share, with whom, and when.

Required Qualifications

• Experience: 5+ years supporting a senior executive, founder, principal, or high-net-worth individual in a combined EA/PA capacity.
• Education: Bachelor’s degree preferred; equivalent professional experience considered.
• Technical: Advanced proficiency in calendar and email platforms (Google Workspace and/or Microsoft 365), document tools (Word, Excel, PowerPoint, PDF editors),…