Executive Personal Assistant

Executive Personal Assistant

Position Overview: A private family office seeks a bright, energetic, and highly-motivated Executive Personal Assistant based in Miami to join a dynamic support team. Working directly with the family and reporting to the Senior Executive Personal Assistant, you will provide high-level administrative and strategic assistance to a high-profile principal while coordinating extensively with the rest of the family office, corporate business offices, and outside vendors. Strong executive assistant and project management skills are required.

The ideal candidate is extremely organized, detail oriented, and thrives in a culture of high standards, flexibility, and adaptability to change. This position requires excellent interpersonal skills, a straightforward communication style, and the ability to reflect the family's values in every interaction with others. The candidate must demonstrate a high level of self-confidence, exceptional intuition and judgment. This role requires the ability to manage complex schedules, communications, and special projects in a fast-paced, high-stakes environment. Confidentiality and discretion are of paramount importance as this position handles sensitive and private issues daily.

Key Responsibilities:

Team Collaboration & Coverage

• Function as an integrated executive support team that covers a wide range of professional and personal tasks within a large, multifaceted organization, ensuring seamless coverage and continuity


• Maintain open communication with fellow assistants to anticipate needs and resolve issues proactively


• Provide backup coverage for team members to ensure uninterrupted executive support


• Demonstrate flexibility and willingness to step in wherever support is needed, including working on both professional and personal projects for the family

Calendar & Travel Management

• Manage an extremely complex calendar across multiple time zones and competing stakeholder priorities


• Coordinate extensive domestic and international travel arrangements, including private aviation, ground transportation, and accommodations


• Prepare detailed itineraries and briefing materials


• Anticipate travel needs and proactively handle logistics for last-minute schedule changes


• Travel semi-regularly to provide on-site support for critical meetings and events

Communications

• Draft and manage written communications on behalf of the executive


• Interface professionally with family members, friends, board members, senior executives, and business partners


• Handle sensitive and confidential information with absolute discretion

Meeting & Event Support

• Provide real-time meeting support, including overseeing technology setup, document printing, greeting high-profile guests, and ensuring seamless execution


• Manage logistics for diverse meeting formats, from intimate one-on-ones to large-scale meetings, both virtual and in-person

Qualifications:

Experience & Education

• Bachelor's degree required


• 10+ years of Executive Assistant experience or similar role


• Prior experience supporting C-suite or senior executives strongly preferred


• Project management experience preferred

Essential Skills & Attributes

This role demands absolute discretion and exceptional judgment. You will thrive if you value teamwork, can anticipate the needs of both your executive and your colleagues, and excel at coordinating efforts to deliver flawless support.

• Exceptional organizational skills with meticulous attention to detail


• Strong judgment, intuition, and situational awareness; ability to “read the room”


• Adaptable to change and comfortable in a fast-paced environment


• Assertive and direct when necessary while maintaining professionalism


• Ability to work under pressure in a high-stakes environment


• Collaborative mindset with ability to work effectively in a high-performing team

Technical & Logistical Requirements

• Role is based in Miami, FL; relocation may be considered.


• Proficiency in all aspects of personal computing, including Word, Excel, Outlook, and Adobe Photoshop


• Valid driver's license and reliable, insured vehicle


• Flexibility to work extended hours and travel on short notice (up to 25% travel)


• Valid passport and ability to travel internationally


• Successful completion of thorough background investigation and reference check

Physical Requirements

• Prolonged standing, bending, reaching, and walking.
  • Frequent lifting and carrying up to approximately 40–50 lbs.
  • Ability to work physically demanding days during travel and event cycles.

Schedule and Travel

This is a full-time, exempt position based in Miami, Florida. Clients travel a large portion of the year, so flexibility is required. Availability for early mornings, evenings, weekends, holidays, and travel is essential. Travel is approximately 25% and may occur on short notice.

Compensation and Benefits

As required by applicable Pay Transparency laws, Northwestern LLC provides a range of minimum compensation for roles that may be hired in locations under these requirements. Factors that may be used to determine your actual salary may include a wide array of things including: your specific skills and experience, geographic location, or other relevant factors. The starting pay for this position is: between USD $160k and $180k. Northwestern LLC also provides comprehensive well-being programs including medical, dental and vision benefits, life insurance, disability insurance and generous paid time off.