Personal & Executive Assistant

Personal & Executive Assistant
Location: Palm Beach Gardens, Florida
Onsite Arrangement: Primarily onsite at a private residence
Employment Type: Full-time, salaried
Schedule: Weekday core hours, plus scheduled overnight coverage at the residence several times per month, occasionally spanning a full weekend
Travel: Daily local driving in a personal vehicle, with mileage reimbursement, and occasional domestic travel for business event
Position Overview
A successful entrepreneur and Founder/CEO is seeking an experienced Personal & Executive Assistant to provide highly trusted support across business, personal, family, and household matters. This multifaceted position combines executive and marketing support, financial administration across business and personal accounts, and the day-to-day coordination of a private residence and busy household in Palm Beach Gardens.
This is not a traditional office-based Executive Assistant position. The role operates primarily from the family’s private residence and combines executive support, household management, family logistics, event coordination, and hands-on support for a household with three large dogs.
The right candidate will bring the polish and organizational instincts of an executive assistant, the service mindset of a private household professional, and the judgment to move comfortably between company business and private family matters without compromising standards or confidentiality.
Success is measured simply: the Founder/CEO’s travel, expenses, household, and business commitments run without requiring their intervention, business marketing priorities move forward, and the family’s daily routine remains organized and dependable.
What You Will Do
Executive Support to the Founder
Support correspondence as directed. Prepare documents and draft professional communications when requested. The Founder generally manages their own correspondence and business relationships with clients and vendors, so support will be provided selectively as needs arise.
Handle personal and business errands. Manage shipping, returns, purchases, pickups, deliveries, and other personal and business-related tasks requiring timely execution and follow-through.
Marketing and Communications Support
Provide podcast support. Work with the business marketing team to assist with the technical production of podcasts recorded from the home.
Support social media. Assist with social media coordination and scheduling as needed.
Plan and execute company events. Support the CEO and marketing team with client events, team gatherings, and industry hospitality. Responsibilities include venue and vendor sourcing, budgeting, invitations and RSVPs, logistics, onsite coordination, and post-event follow-up.
Family and Household Logistics
Provide support to family members. Assist with transportation, scheduling, and logistical needs for the family's high school-aged daughter, including school, extracurricular activities, appointments, and other day-to-day responsibilities.
Care for the household’s three dogs. Provide feeding, walking, exercise, medication, grooming coordination, and transportation to veterinary appointments as needed.
Keep the household on schedule. Coordinate grocery and meal needs, household errands, appointments, deliveries, and the small but important logistics that keep a busy family moving.
Hold the residence overnight. Remain at the residence overnight several times per month, occasionally for a full weekend, while the family is traveling. Ensure that the home, pets, and family routines continue without interruption. Overnight coverage will be scheduled in advance whenever possible, and private accommodations will be provided.
Financial Administration
Keep business and personal finances separate. Maintain accurate documentation and a clear line between company and personal expenses (managed in Intaact and Zoho). Work with the finance team and outside accountants as needed.
Track the household ledger. Monitor estate and household vendor invoices, service contracts, and recurring payments. Identify anomalies, duplicate charges, outstanding items, and upcoming renewal dates before they become problems.
Reconcile expenses accurately and maintain organized supporting documentation without requiring rework.
Who You Are
5+ years of experience as an executive assistant, personal assistant, household or estate manager, or family office assistant supporting a principal and household at a high standard of service.
Demonstrated proficiency in Constant Contact or a directly comparable email-marketing platform.
Working knowledge of major social media platforms and scheduling tools.
Proficiency with Intacct and Zoho financial platforms, including Zoho Books and Zoho Expense, or demonstrated ability to learn cloud-based financial systems quickly.
Experience reconciling business and personal expenses accurately and maintaining clear, organized supporting documentation.
Working understanding of estate and household management concepts, including vendor and contractor coordination, preventive maintenance, inventories, household budgeting, and basic property-security practices.
Event-planning experience spanning executive dinners, client events, and company gatherings, with the ability to manage budgets, vendors, timelines, invitations, and onsite logistics.
A valid Florida driver’s license, or the ability to obtain one upon hire.
A clean motor-vehicle record and reliable, insured personal vehicle, with the maturity, judgment, and demonstrated ability to transport family members safely.
Comfort working inside a private family residence and around the family’s daily routine.
Genuine ease and competence caring for three large dogs.
Availability for scheduled overnight coverage at the residence, including occasional full weekends.
Residence in, or willingness to relocate to, the greater West Palm Beach area within a reasonable commute of Palm Beach Gardens.
Excellent written and verbal communication.
Strong Google Workspace or Microsoft Office skills.
Meticulous attention to detail and consistent follow-through.
Ability to pass an extensive background investigation, including criminal-history, motor-vehicle, employment-verification, and reference checks.
Willingness to execute confidentiality and nondisclosure agreements as a condition of employment.
Bonus Qualifications
Background in luxury hospitality or private service.
Experience supporting a Founder, owner, or C-level executive in a fast-growing organization.
Certification or coursework in estate or household management through DEMA, Starkey International, or a comparable program.
Current CPR and First Aid certification, or willingness to obtain certification upon hire.
Key Attributes
Discretion Without Exception
Treats everything seen and heard in the residence and the business as confidential. Understands that the family’s privacy and the company’s information require the same careful protection.
Ownership Mentality
Treats the Founder’s time, the household, and the marketing calendar as personal responsibilities. Identifies gaps, anticipates needs, and solves problems without waiting to be asked.
Relentless Follow-Through
Tracks every open item through completion. Nothing is forgotten, casually assumed, or left unresolved. Maintains an effective personal system and delivers on every commitment.
Calm Under Pressure
Remains composed when plans change, including travel disruptions, vendor no-shows, shifting pickups, household needs, or communications that must be completed earlier than anticipated.
Service Instinct
Brings a hospitality-oriented mindset to every task. Is polished, warm, and responsive with the family, guests, colleagues, and vendors while maintaining appropriate professional boundaries.
Dependability
Shows up on time and follows through consistently. Transportation, family logistics, overnight residence coverage, and pet care are firm commitments on which the household depends.
Working Conditions
The primary work location is a private residence in Palm Beach Gardens, Florida.
Periodic work will also occur at company offices, event sites, and vendor locations.
The position involves daily interaction with the Founder/CEO and family, household vendors and staff, three household dogs, and visitors to the residence.
Scheduled overnight stays at the residence are required, with private accommodations provided.
Occasional evening and weekend hours will be required in connection with company events,