Personal & Executive Assistant

Job description

## 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 comparable email-marketing platform. - Strengths in Excel/Google Sheets. - 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. - Comfort making/taking calls with vendors, tenants, etc. & videotaping content on a phone/camera. - 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, household needs, and family travel. - The role requires daily local driving, sometimes for extended periods. - Physical requirements include lifting and carrying items weighing up to 30 pounds, walking and handling dogs, climbing stairs, and moving throughout the home and grounds during the workday. ## Conditions of Employment - Satisfactory completion of a background investigation, including criminal-history checks at the county, state, and federal levels; motor-vehicle record review; employment verification; professional and personal reference checks; and verification of authorization to work in the United States without sponsorship. - Driving-record checks may be repeated periodically during employment. - Execution of confidentiality and nondisclosure agreements covering the Founder/CEO, family, residence, guests, travel, finances, and company business. - Maintenance of a valid driver’s license, clean driving record, reliable personal vehicle, and automobile insurance meeting required minimums throughout employment. *This description summarizes the general nature of the position and is not an exhaustive list of duties. Responsibilities may change as the needs of the Founder, family, household, and business evolve.* **Benefits** We are committed to supporting the wellbeing of our employees through a comprehensive benefits program. Full‑time employees receive access to a range of benefits, including: - Medical, dental, and vision coverage - Multiple medical plan options with preventive care, prescription coverage, telemedicine, and mental health support - Tax‑advantaged accounts, including FSA, Dependent Care FSA, and HSA, employee support programs, and company-paid life and AD&D insurance - 401(k) retirement plan with a 3% employer safe‑harbor match, with quarterly enrollment for new hires - Unlimited Paid Time Off - Coverage and eligibility determined by plan rules; enrollment occurs within 30 days of eligibility medical coverage begins on the date of hire or the first of the following month Attain Talent is committed to fair and equitable compensation practices. The individual base salary for this position is unique to each candidate and will be commensurate with experience, education, and skills. *Interested in this position but the compensation isn’t quite right? Let us know your expectations, and we’ll see if we can make it happen based on your qualifications.* Salary Range $80,000—$110,000 USD **Attain Talent is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.** Applicants have rights under Federal Employment Laws. 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