Executive Assistant (Household and Business Operations)

We're looking for an Executive Assistant who can operate across both a fast-moving private equity firm and the personal life of its principal — seamlessly, proactively, and without needing to be managed. This is a hybrid role that splits between professional support for a Miami Beach-based investment firm focused on energy and healthcare infrastructure, and household and personal logistics for a growing family in Sausalito, California.

The through-line across both sides of this role is the same: you take an objective, figure out the best path forward, execute it fully, and close the loop. You do not wait to be told what is next. You anticipate, plan, and move. If self-direction is not your natural mode of operating, this role is not the right fit.

Availability expectations are high. This role requires someone who is comfortable being reachable outside of standard hours when the situation calls for it.

Why You'll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Up to 14 days of Paid Time Off annually (starting Day 1)
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you’re most productive
• Direct access to a principal who moves fast, trusts deeply, and does not micromanage
• Long-term role with real ownership and room to grow as the firm and household scale

What You'll Work On

Professional and Firm Support

• Manage calendars, scheduling, and communications on behalf of the principal across firm activities
• Coordinate meetings, calls, and logistics with investors, operators, and business partners
• Draft and manage correspondence, follow-ups, and internal coordination
• Support research, document preparation, and project tracking as needed
• Maintain organized systems for contacts, files, and recurring firm operations

Travel Planning and Coordination

• Research and book flights, hotels, car rentals, and activities for both business and family travel
• Build detailed itineraries and share with all relevant parties in advance
• Coordinate travel logistics including packing lists, baby gear, schedules, and nanny coordination
• Own the full preparation process for every trip so nothing is missing and nothing is a surprise

Event and Personal Coordination

• Plan and execute events end-to-end including venue research, reservations, transportation, custom orders, and group communications
• Manage RSVPs and ensure every attendee has what they need ahead of time
• Handle personal appointments across medical, household, and lifestyle categories
• Order clothing, gifts, supplies, and household items as directed

Household and Vendor Management

• Manage household inventory and proactively restock essentials
• Own complex returns, customer service resolutions, and vendor follow-ups from first contact to confirmed close
• Coordinate with contractors, service providers, and household staff
• Maintain organized systems for subscriptions, services, key contacts, and important dates

Research and Project Ownership

• Research schools, childcare programs, insurance plans, home services, and other family or firm needs
• Compile findings into clear, actionable summaries with a point of view, not just raw data
• Take on discrete ad hoc projects end-to-end and bring options and recommendations

What You Bring

• Prior experience as a personal assistant, executive assistant, household manager, or chief of staff
• Ownership mindset: you see what needs to happen, you handle it, and you confirm it is done
• Strong judgment about when to make a call independently and when to check in
• Excellent written and verbal communication across professional and personal contexts
• Fluency with AI tools including Claude or ChatGPT for research, drafting, and problem-solving
• Proficiency in Notion, Google Workspace, and Microsoft Office
• Comfort making phone calls, negotiating with vendors, and managing logistics under pressure
• High level of discretion, reliability, and attention to detail
• Genuine comfort with high availability expectations including responsiveness outside standard hours

Nice to Have

• Experience supporting both a business principal and their personal or family life simultaneously
• Familiarity with private equity, finance, or professional services environments
• Experience coordinating household staff or working alongside a nanny or household team
• Background in event planning or high-touch travel coordination

How to Apply

Please include:

1. Your updated resume
2. A short Loom video (1 to 2 minutes) walking through how you would handle a complex logistics or planning task from start to finish — pick a real example if you have one, or walk us through how you would approach it from scratch

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

If you thrive on ownership, move fast without losing the details, and want a role where your judgment is trusted from day one, this is the position that will keep you engaged and challenged every single week.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.