Executive Personal Assistant

Job Description

Job Description

We are seeking a highly trusted, discreet, and exceptionally organized Senior Executive Assistant to support a high-net-worth principal with complex administrative personal, household, travel and real estate needs. This role requires excellent judgment, anticipation of needs, and the ability to manage sensitive, high touch matters seamlessly. The assistant will also support related business and LLC administration as it intersects with the principal’s business endeavors.

Personal & Executive Support

• Serve as the principal’s primary right-hand support across personal and professional matters
• Manage daily priorities, deadlines, follow-ups, and sensitive communications
• Anticipate needs proactively and resolve issues before they escalate
• Draft correspondence and communicate on behalf of the principal when appropriate
• Maintain strict confidentiality and always exercise excellent judgment

Business, LLC & Financial Administration (Supportive Function)

• Provide administrative support across multiple LLCs tied to personal and real estate holdings
• Track invoices, expenses, reimbursements, and recurring payments
• Coordinate with accountants, attorneys, insurance brokers, and advisors
• Prepare spreadsheets and summaries for review and decision-making
• Ensure accurate allocation of expenses across entities

Household, Lifestyle & Property Management

• Oversee administrative and operational needs for multiple residences
• Coordinate vendors, repairs, utilities, insurance, HOA matters, and property managers
• Track renewals, deadlines, compliance requirements, and ongoing maintenance
• Support lifestyle logistics, family-related coordination, and special projects

Technology & Organization

• Maintain highly organized digital records and filing systems
• Build and manage spreadsheets, trackers, and reporting tools
• Confidently navigate banking portals, financial systems, and vendor platforms
• Research and implement tools to improve organization and efficiency

Travel & Logistics

• Plan and manage complex domestic and international travel
• Coordinate commercial and private aviation, ground transportation, and accommodations
• Prepare and manage detailed itineraries
• Handle last-minute changes calmly and efficiently

Required Qualification

• Extensive experience as an Executive /Personal Assistant supporting a senior executive or high-net-worth individual
• Exceptional organizational, multitasking, and problem-solving skills
• Strong written and verbal communication skills
• High emotional intelligence, discretion, and professionalism
• Advanced comfort with technology, spreadsheets, and online banking systems
• Candidate must demonstrate strong proficiency and working knowledge of the following applications and tools: Microsoft Word, Excel, PowerPoint, and Outlook, as well as strong working knowledge of WhatsApp, WeChat, Zoom and other commonly used communication and productivity applications.

Preferred Qualifications

• Experience working in a family office or private household environment
• Bilingual in English and Chinese (Mandarin) preferred but not required
• Experience supporting complex personnel, household, and real estate operations
• Familiar working with team members in different time zones

Personal Attributes

• Trustworthy, loyal, and highly dependable
• Calm, proactive, and solution-oriented
• Detail-driven with strong follow-through
• Flexible and adaptable to changing priorities
• Organized and familiar with filing systems
• Creative with solutions and willing to try new things
• Entrepreneurial

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Executive Assistant: 5 years (Required)
• Microsoft Office with Excel: 5 years (Required)

Language:

• Chinese (Mandarin) (Preferred)

License/Certification:

• drivers license (Required)

Ability to Commute:

• Palo Alto, CA 94301 (Preferred)

Work Location: In person