Job Description
Executive Personal Assistant to CEO at MAHLER PRIVATE STAFFING summary:
An experienced Executive Personal Assistant provides comprehensive support to the CEO of a boutique firm by managing professional, personal, and family matters with discretion and efficiency. Key responsibilities include calendar management, travel coordination, communication handling, event planning, and household logistics. The role demands strong organizational skills, confidentiality, adaptability to shifting priorities, and emotional intelligence to anticipate needs and maintain smooth operations.
Executive Personal Assistant to CEO Coconut Grove, FL We are seeking an experienced and highly sophisticated Executive Personal Assistant to provide exceptional support to the CEO of a boutique firm, managing professional, personal, and family matters with the utmost discretion and efficiency. This pivotal role demands a polished, detail-oriented individual with a proven track record in executive support, someone who can anticipate needs, prioritize with precision, and navigate complex situations with tact, poise, and discretion.
The ideal candidate will bring gravitas, emotional intelligence, and a strategic approach to balancing the demands of the CEO. Your ability to seamlessly handle confidential matters, adapt to shifting priorities and remain composed under pressure will be critical.
Responsibilities - Skillful management of a dynamic calendar
- Coordinate meetings, handling scheduling, technology setup, and correspondence.
- Make reservations and schedule appointments
- Coordinate business, family, and school calendars
- Manage daily office administration, including phones, mail, and supplies
- Prioritize and track key information
- Optimize day-to-day efficiency for the CEO, including arranging meals
- Arrange all aspects of business, personal, and family travel (domestic & international)
- Prepare expense reports, presentations, correspondence, and other documents
- Anticipate needs, offer solutions, and ensure every detail is accounted for
- Handle confidential communications and correspondence with grace and professionalism
- Support household logistics, vendor management, and inventory
- Maintain and update professional and personal contact databases
- Assist with various projects
- Coordinate with household staff and vendors/contractors, ensuring smooth operations
- Run errands as needed
- Manage invitations, charitable requests, and related correspondence
- Assist in organizing events, gatherings, and special occasions
- Assist with gifting, holiday cards, and seasonal decorations. Maintain a gift tracking system
- Perform research and gather pricing quotes
- Willing to be on-site at the residence if needed to meet an architect or decorator
Qualifications - Minimum seven to ten years' experience supporting a CEO, Founder, private principal, or C-Suite Executive
- Excellent verifiable references
- Undergraduate degree or equivalent professional experience
- A natural "can-do" attitude toward a wide variety of tasks
- Mature, poised, sophisticated
- Exceptional communication, interpersonal, and organizational skills
- Reliable, proactive, with a strong work ethic
- Discreet and capable of maintaining strict confidentiality
- Skilled in problem-solving and adaptable to frequent changes
- Proficient in Microsoft Office Suite and generally tech savvy
Compensation and Terms - Base compensation $120,000 to $170,000 commensurate with qualifications and experience.
- General work schedule is Monday to Friday, 9:00 AM to 5:00 PM, with flexibility for occasional early or late starts
- Excellent benefits package includes an annual discretionary bonus, excellent health/dental/vision insurance, PTO, sick days, and NYSE holidays.
#indmps
Our Story:
Mahler Private Staffing works with America's leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidates as well as we know our clients, so we can make lasting, long-term placements.
Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration. We would like to emphasize that there are no fees associated with the application process for applicants.
Keywords:
executive assistant, personal assistant, calendar management, travel coordination, confidential support, event planning, office administration, vendor management, communication skills, organizational skills
Job Tags
Full time, For contractors, Seasonal work, Monday to Friday, Shift work,