Skip to Main Content
← Back to Jobs

Personal Executive Assistant / Home Office Manager

Family Office Miami, FL
  • Posted: over a month ago
  • $50,000 to $80,000 Annually
  • Full-Time
  • Benefits: Vision, Medical, Life Insurance, Dental

Personal Executive Assistant/House Manager

  • Provide support and liaison with the Personal, Corporate Offices, House Staff, and vendors to ensure exceptional, and consistent standards are executed and maintained at the highest level
  • Managing the fast paced and ever-changing day-to-day operations of multiple residences and commercial properties with the highest integrity and transparency
  • Oversight over construction and project management, renovations, and overall maintenance of service standards
  • Reviewing and securing budget approvals for household, properties bills and administrative duties
  • Handle personal errands: Drop/pick up items, packing, Drycleaning automotive services, purchases, etc.
  • Responsible for budget preparation, monitoring, and managementland reports in household financial reporting
  • Calendar management, overseeing routine daily, weekly, monthly, and annual maintenance appointments
  • Inspecting properties and meeting with subcontractors, sourcing items and obtaining quotes
  • Serving as all-around gatekeeper to the principal, including drafting emails, answering phone calls, overseeing mail, greeting guests; providing constant communication and follow-up to the principal and essential team members
  • Assisting and managing a busy and ever changing calendar, both private and business, crafting comprehensive travel itineraries including airfare, cars and transportation, lodging, dining schedules, etc.
  • Assisting EA with calendar planning, scheduling, travel coordination, and meeting logistics at the home office
  • Meal preparation and managment
  • Support COO with managment of wellness and health initiatives (scheduling massseuse, trainers, nutritionist, etc.)
  • Liaising with contractors, specialized vendors, architects and decorators to arrange and supervise repairs and small to large-scale renovations amongst all overseas properties
  • Support COO in Sourcing, interviewing, training, scheduling and managing principal's additional staff as needed; empowering the current in-residence staff to excel in their responsibilities
  • Overseeing and reporting on household budgets and expenses; assisting in the streamlining of principal finances; invoice approval, bill pay, etc.
  • Oversee residence-based smart home, video, audio and alarm systems
  • Running errands, personal shopping, wardrobe management, holiday gifting and procuring household & office supplies as needed; ensuring preferences are maintained throughout all residences to ensure continuity
  • Managing vehicles (tracking insurance, registration, washing, fueling and ensuring all cars are guest-ready.
  • Assisting with calendar planning, scheduling, travel coordination, airfare, accommodations and meeting logistics
  • Answering calls and responding to emails from vendors, principals, staff members and co-workers
  • Responsible for on-boarding and training of additional household staff (housekeepers, security, landscaper, handyman, etc.)
  • Manage administrative duties as household budget, petty cash, payroll and credit card receipts
  • Maintaining of home and vehicles to ensure guest/meeting readiness at all times
  • Packing and unpacking clothes for travel with heavy organization
  • Managing event production for social and philanthropic events as home dinners and receptions
  • Oversight and organization of all deliveries, renovation projects and general maintenance of the residence
  • Acting as an all around gatekeeper to the principal for contractors, clients, and vendors
  • Liaison with household staff (driver, security chef, housekeeper, hairstylist, pet groomer, handyman, etc.)
  • Manage staff petty cash and credit card receipts, and weekly expense reports with accountant
  • Maintaining the office, filing, managing stock levels
  • Supervising small-scale renovations within the home, as well as additional home-related projects
  • Personal shopping, stocking office supplies, food, and beverage purchases, grocery shopping, running errands
  • Oversight of all deliveries and general maintenance of the residence.
  • Acting as an all around gatekeeper to the principal for visitors, contractors, clients and vendors
  • Function in a support role relating to all aspects of household management as overseeing all elements of hospitality, food and beverage service within the residence on a daily basis
  • Assisting with personal calendar planning, scheduling and travel coordination throughout Mac systems
  • Participate in errands and grocery shopping, doctor appointments, transport in and out the city, events, etc.
  • Manage staff petty cash and credit card receipts, and weekly expense reports with accountant
  • Supervising home office renovations, as well as additional home-related projects
  • Maintaining the office; filing, managing stock levels and replenishment as well as equipment for the house staff
  • Providing light pet care and appointments for a family pets (dogs/cats).
  • Maintaining a busy and ever-changing calendar with constant communication and follow-up, · Sourcing, interviewing, training, scheduling and managing office team and additional staff as needed.
  • Arranging travel and completing detailed expense reports, confirming meetings and creating itineraries for trips accommodations, meals, venues, entertainment, etc
  • Managing event production for social and philanthropic events as home dinners and receptions in US and internationally
  • Assisting with coordinating communication between other offices, the corporate office, etc.
  • Managing different projects as needed and carry out all necessary research.
  • Be prepared to travel with principal last minute to manage movements and meetings when COO and EA are unable to travel.

Family Office

Why Work Here?

Incredible visionary CEO and fast paced 24/7 collaborative team.

We are a small yet busy Family Office team expanding our offices in Miami from Silicon Valley. We are a fast paced team of professionals that get multiple taks done with a smile. The team collaborates together to coordinate events, travel, investments, fundraisers, etc.

Address

9703 Collins Avenue, Bal Harbour, FL 33154
Miami, FL
USA

What email should the hiring manager reach you at?

By clicking the button above, I agree to the ZipRecruiter Terms of Use and acknowledge I have read the Privacy Policy, and agree to receive email job alerts.

What email should we contact you at once we get salary info from the hiring manager?

By clicking the button above, I agree to the ZipRecruiter Terms of Use and acknowledge I have read the Privacy Policy, and agree to receive email job alerts.

Our qualification feature is only available to registered members - what email address would you like for us to keep on file?

By clicking the button above, I agree to the ZipRecruiter Terms of Use and acknowledge I have read the Privacy Policy, and agree to receive email job alerts.