About this role
About the Role We are seeking a highly organized, proactive, and resourceful Senior Executive Assistant to support the principal of a private family office. This is a high-impact role that combines executive assistance, operations, research, project coordination, and personal assistance, requiring someone who thrives in a fast-paced, entrepreneurial environment.
The ideal candidate is exceptionally detail-oriented, highly responsive, and naturally curious, with the ability to anticipate needs before they arise. You'll serve as a trusted right hand, ensuring both business and personal priorities run seamlessly while allowing the principal to focus on strategic decision-making.
This is not a traditional Executive Assistant position. We're looking for someone who enjoys solving complex problems, taking ownership, and finding creative solutions while managing a wide variety of responsibilities across both business and personal affairs.
Key Responsibilities
Executive Support ● Manage the principal's calendar, priorities, and daily workflow. ● Coordinate meetings, appointments, and travel arrangements. ● Monitor schedules and proactively remind the principal of upcoming commitments. ● Prepare meeting summaries, action items, and follow-up communications. ● Screen incoming requests and prioritize urgent matters. ● Act as the primary point of coordination for day-to-day executive support.
Research & Decision Support ● Carry out due diligence and information gathering for business initiatives and investments. ● Solve problems independently by identifying the best available solutions. ● Conduct thorough research on vendors, products, services, and business opportunities. ● Source and compare suppliers, contractors, and specialist service providers. ● Present concise recommendations with pricing, timelines, pros and cons to enable informed decision-making.
Family Office & Operational Support ● Provide operational support across the family office. ● Coordinate documentation, contracts, and administrative processes. ● Assist with opening financial and trading accounts, ensuring paperwork is completed accurately. ● Maintain organized records and confidential documentation. ● Support operational projects from planning through execution.
Project Management ● Manage multiple projects simultaneously while keeping stakeholders informed. ● Coordinate with vendors, consultants, and external service providers. ● Track deadlines and ensure projects progress on schedule. ● Source highly specialized service providers when required.
Personal Assistance ● Coordinate travel, dining reservations, appointments, and lifestyle requests. ● Research and secure difficult-to-obtain reservations, services, or experiences. ● Handle personal errands and administrative tasks with professionalism and discretion. ● Anticipate personal needs and proactively provide solutions.
Market & Trading Support ● Monitor pre-defined market alerts and notify the principal immediately when action may be required. ● Follow established procedures regarding trading thresholds and priority notifications. ● Escalate urgent matters until they receive a response. ● Support administrative requirements related to investment activities.
Ideal Candidate Profile We're looking for someone who is:
● Resourceful, independent, and naturally curious. ● An excellent researcher who enjoys solving problems. ● Calm under pressure with strong judgment. ● Patient, adaptable, and an exceptional listener. ● Comfortable supporting high-performing entrepreneurs and executives. ● Confident making recommendations without making assumptions. ● Tech-savvy and quick to learn new systems. ● Professional, discreet, and trustworthy with confidential information.
● Exceptionally organized with outstanding attention to detail. ● Highly proactive and able to anticipate needs before being asked. ● Comfortable managing multiple priorities in a fast-paced environment.
Preferred Experience Experience in one or more of the following areas is highly desirable: ● Senior Executive Assistant supporting founders, CEOs, or entrepreneurs ● Family office administration ● Private wealth or investment firms ● Financial services or capital markets ● Operations or project management ● High-end concierge or luxury lifestyle management
Knowledge of financial markets, investment terminology, or trading platforms is highly advantageous but not essential.
Key Skills ● Executive administration ● Project coordination ● Research and analysis ● Vendor sourcing and management ● Calendar and inbox management ● Travel coordination ● Written and verbal communication ● Time management ● Critical thinking and problem-solving ● Microsoft Office and Google Workspace ● CRM and productivity platforms
Working Style The successful candidate will: ● Work full-time (40 hours per week). ● Be available during the principal's working hours. ● Demonstrate flexibility to accommodate changing priorities and occasional travel schedules. ● Adapt working hours when business needs require. ● Be comfortable supporting a dynamic entrepreneur whose schedule and priorities may change quickly.
Success in This Role Success will be measured by your ability to: ● Keep the principal organized, prepared, and focused on high-value work. ● Reduce administrative burden through proactive ownership. ● Deliver accurate research and thoughtful recommendations. ● Anticipate needs before they become urgent. ● Build strong relationships with vendors and service providers. ● Handle confidential information with complete discretion. ● Solve problems creatively, efficiently, and independently. ● Create structure and organization in a fast-moving environment.
Personal Attributes The ideal candidate is: ● Proactive rather than reactive. ● Highly organized and detail-oriented. ● Resourceful and solutions-focused. ● Persistent in overcoming obstacles. ● Professional, discreet, and dependable. ● Creative and able to think outside the box. ● Comfortable working independently with minimal supervision. ● An exceptional communicator who listens carefully before acting. ● Calm, patient, adaptable, and resilient.
This role is ideal for someone who enjoys becoming an indispensable partner to a high- performing entrepreneur. If you're energized by solving problems, managing diverse responsibilities, and creating order from complexity, you'll thrive in this position.