Executive Personal Assistant- Newport, RI

A private household in Newport, RI is seeking an exceptionally organized, tech-savvy Executive Personal Assistant to provide high-level, day-to-day support to the principals. This role requires superior organizational skills, polished written communication abilities, and the capacity to manage complex calendars, travel logistics, and confidential documentation. The ideal candidate is warm, professional, detail-oriented, and highly responsive, with the ability to anticipate needs and manage multiple priorities seamlessly.

Key Responsibilities

• Manage principals’ personal calendars, appointments, and scheduling

• Continually monitor and review principals’ email correspondence

• Draft professional business letters and written communications

• Arrange and manage all travel, including flights, hotels, drivers, car services, and detailed itineraries for principals, family, and guests

• Communicate travel logistics in real time and adjust plans as needed

• Maintain and organize digital and hard copy files, including medical records, registrations, itineraries, and personal documents

• Manage and update the household manual to ensure accurate vendor, property, and security information

• Scan and file documents

• Coordinate with the property manager regarding vendor visits and household operations

• Schedule and lead weekly staff meetings using monthly task calendars

• Schedule and track medical appointments and prescriptions

• Maintain and circulate a daily running task list (completed and pending items)

• Oversee provisioning and ordering of household supplies in collaboration with staff

• Assist with pet care as needed, including coordination with staff and reinforcement of routines

• Provide flexible support during evenings and weekends for urgent matters or schedule changes
   

Qualifications

• Exceptionally well-organized with strong attention to detail

• Excellent written and verbal communication skills

• Proficient in Microsoft Office (Outlook, Word, Excel) 

• Strong multitasking abilities with capacity to manage complex schedules

• Discreet, trustworthy, and experienced handling confidential information
• Flexible and responsive, with willingness to be available for urgent matters outside standard hours