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 personal and household support, property management, marketing support, financial administration, 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 personal support, household and property 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, properties, and personal 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

Personal Support

Handle personal and business errands. Manage shopping, dry cleaning, shipping, returns, purchases, pickups, deliveries, mail, packages, reservations, gift purchasing, travel arrangements, and other personal and business-related tasks requiring timely execution and follow-through.

Marketing and Communications Support

Support marketing activities. Assist with marketing tasks as directed, including making and taking calls, coordinating communications, and providing other day-to-day marketing support. Support content creation. Assist with capturing video content on a phone or camera for events, behind-the-scenes content, and other marketing needs. Manage email marketing support. Build, format, and send email campaigns in Constant Contact, including list management. Support social media. Assist with social media posting, engagement, 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 large dogs. Provide hands-on care including feeding, walking, exercise, medication, coordination with dog walkers, grooming coordination, and transportation to veterinary appointments as needed. Manage household operations and vendors. Maintain ongoing communication with landscapers, housekeeping, pool service, maintenance providers, dog walkers, and other household vendors and service providers. Schedule, coordinate, and oversee their work as needed. Keep the household on schedule. Coordinate household calendars, grocery and meal needs, household errands, appointments, deliveries, supplies, inventory, 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.

Property & Rental Management Support

Support family property administration. Track and maintain expenses for family properties in organized spreadsheets and prepare simple expense summaries and reports as requested. Assist with rental properties. Coordinate maintenance and repairs, communicate with vendors and tenants as directed, and ensure property records remain current. Maintain property documentation. File and organize property-related documents, receipts, leases, invoices, and other records.

Financial Administration

Maintain organized financial records. Track business and personal expenses and maintain accurate documentation and supporting records. Work with the finance team and outside accountants as needed. Track household expenses. Monitor estate and household vendor invoices, service contracts, recurring payments, and bills. 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.

Boat & Event Support

Coordinate boat-related needs. Maintain communication with boat vendors regarding maintenance, detailing, marina coordination, and other needs as they arise. Support personal events and gatherings. Assist with event and party planning, including vendor coordination, guest logistics, and day-of support.

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 (building campaigns + list management) or a directly compar