Executive Personal Assistant

Bespoke Private Service

Job Description

Executive Personal Assistant - Plutus

Reports To: The Principal

Work Schedule: Full Time, Hybrid Role (Primarily In-Person Initially)

Location: San Francisco Bay Area / Marin

Start Date: ASAP

Salary Range: $175,000 - $200,000

Overview

An established family office is seeking a highly meticulous and proactive Executive Personal Assistant to provide comprehensive support to a busy Principal. This role is critical to a multifaceted operation that ensures the smooth operation of the Principals’ business and household affairs. The EPA will be at the forefront of orchestrating efforts that align with the Principal's vision for their personal life, business, and social impact.

The successful candidate will handle detailed calendar management, coordinate extensive travel plans, manage communications, and oversee domestic staff and external vendors to maintain an efficient, organized, and welcoming home environment.

The ideal candidate will be a highly organized, energetic professional who enjoys the administrative challenges of supporting business operations alongside the complexity of a bustling household. This role suits someone who thrives in a fast-paced, ever-changing environment and can anticipate the needs of the Principal while maintaining a calm, service-oriented demeanor.

This is an opportunity to be more than an aide; it is a call to be a strategic ally who shares in the Principal’s journey.

You will be expected to operate with considerable confidentiality and discretion, as both are paramount in all circumstances surrounding the family, their businesses, and their guests.

This full-time position is based in the San Francisco Bay Area and offers hybrid work flexibility after an initial period where you will be expected to report on-site. You will work closely with teams located in other states, and occasional travel may be required.

Expectations

• Bachelor’s Degree, preferably in Business Administration, Hospitality, or related fields
• Minimum of 7 years of experience in high-level executive support and house management within a high-net-worth environment
• Exceptional organizational skills and meticulous attention to detail
• Excellent communication and interpersonal skills to interact with family, staff, and external contacts professionally
• Proficiency in modern business tools and software, with a keen eye for technological solutions that enhance efficiency
• Diplomatic, tactful, and discreet concerning confidential information with unquestionable integrity at all times
• Strong leadership qualities, including the confidence to manage up and advocate for necessary engagements with the Principal

Responsibilities

• Administrative Support: Serve as a co-partner to the Principal, actively participating in decision-making processes and strategic planning. Manage the Principal’s Master Calendar, coordinating across business, personal, and philanthropic commitments to optimize time and resources. Coordinate travel arrangements, including itineraries, lodging, and transportation. Handle incoming and outgoing communications, manage email correspondence, and prepare meeting agendas and briefings. Organize and maintain files and records to ensure the Principal’s affairs are documented and accessible.
• Household Management: Oversee and coordinate the activities of domestic service providers such as housekeepers, gardeners, and security personnel. Manage relationships with vendors, ensuring all household operations are carried out efficiently. Conduct inventory checks and restock household supplies, manage grocery pickups and errand running as needed. Create and maintain a home maintenance schedule and oversee any household projects, from routine upkeep to more significant repairs, coordinating with contractors and specialists. Handle invoicing and payments for household expenses and approved vendor services.
• Stakeholder Engagement: Liaise with various parties, from family members to business and philanthropic contacts, ensuring smooth and effective communication. Review contracts and agreements, negotiating as needed to align with the Principal’s interests.
• Personal Support: Organize travel and logistics, ensuring the Principal’s schedule aligns with personal and professional goals. Anticipate the Principal’s needs and potential challenges, proactively addressing issues before they arise. Assist the Principal in taking a step back and being able to be more present with their family and hobbies by ensuring all aspects of their life are running smoothly and efficiently. This involves managing both expected and unexpected matters to minimize disruptions and maximize the quality of personal time.

Benefits

• Competitive health insurance package
• Retirement plan options
• Generous PTO and paid holidays
• Performance-based bonuses