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Executive Personal Assistant

3 months ago

West Palm Beach, United States MAHLER PRIVATE STAFFING Full time
Job DescriptionJob Description

Position Summary:

A busy family is seeking an experienced Executive Personal Assistant to provide skilled administrative and personal support from their West Palm Beach Family Office and nearby residence. Ideally, you are highly organized, a self-starter and problem-solver, and someone who thrives in a supporting role.

The right candidate has a genuine love for travel as you will be coordinating the family’s travel and traveling with them as needed. You should also enjoy interacting with pre-teen-to-grown children.

Your responsibilities would include:

  • Detailed calendar management and scheduling (MS Outlook). Distribute daily calendar
  • Communicate with residence staff, team members, and other stakeholders in a timely manner
  • Coordinate significant travel (private) and travel with the family as requested (domestic and international)
  • Assist with children’s calendars and accompany on travel
  • Maintain precise electronic and paper filing systems
  • Letter writing and correspondence.
  • Manage databases, holiday cards and gifting
  • Review and coordinate vendor COIs
  • Prepare expense reports (Concur)
  • Manage procurement of office supplies, food, and beverages.
  • Internet research and special projects
  • Concierge services
  • Occasional dog care
  • Run errands

Qualifications:

  • A minimum of 5-10 years’ experience supporting a private family or in a Family Office setting
  • Understands and embraces the importance of maintaining discretion and confidentiality
  • Possesses a genuine love for travel and able to travel with family as needed
  • Poised with outstanding organization and communication skills.
  • Strong aptitude for complex logistics and able to juggle multiple competing priorities
  • Keen attention to detail
  • Comfortable working with young adults and family dogs
  • Computer literacy and knowledge of MS Office (Outlook, Word, Excel, and PowerPoint)
  • Smart and humble, someone who enjoys providing gracious support to their principal.
  • Knowledge of Concur software a plus
  • Comfortable with after hours and weekend calls and follow-ups
  • Able to be “on call” one weekend/month to field emergency requests from the principals
  • Valid driver’s license and passport required

Schedule:

Generally, a Monday - Friday schedule, business hours, with flexibility required after-hours and on weekends.

Compensation:

Compensation of $140,000 to $150,000, commensurate with experience and an excellent benefits package that includes an annual discretionary bonus, medical/dental insurance, 401(k), PTO, paid holidays and more.

To Apply:

Please apply at www.mahlermatch.com for consideration. Qualified applicants will be contacted.

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Our Story:

Mahler Private Staffing works with America’s leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidates as well as we know our clients, so we can make lasting, long-term placements.

Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration. We would like to emphasize that there are no fees associated with the application process for applicants.