KP811 - Full-Time Executive Personal Assistant - Detroit, MI/ West Palm Beach, FL

Executive Personal Assistant

A prominent construction company in Detroit, Michigan, is seeking an exceptional executive personal assistant to support its President, with an immediate start available. This role can be based out of the company's office in Detroit, MI, or the principal's family office in West Palm Beach, FL, meaning candidates based in both locations are eligible to apply.

This is a highly dynamic role requiring flexibility and adaptability. The schedule will be fluid and largely dictated by the principal's needs. When the principal is working from the office, the successful candidate will also be expected to work on-site, ideally arriving before 8 am to prepare the office and ensure the day is set up for success. When the principal is not in the office, there will be greater flexibility regarding work location and hours.

Occasional availability via text message or phone during evenings and weekends may be required. However, unless the principal is traveling, the majority of communication and work-related matters will take place between 7am and 7pm. The broader family office team is also committed to working collaboratively with the successful candidate to establish clear expectations and boundaries as needed.

The ideal candidate will be discreet, highly trustworthy, and comfortable operating in a fast-paced environment with direct communication styles. This position is best suited to someone with a strong work ethic and a proactive, solutions-oriented mindset. It is not a role for someone who requires rigid structure, narrowly defined responsibilities, or strict parameters around their duties.

The successful candidate will become the President's trusted right-hand person, seamlessly managing a wide range of business, personal, travel, and household matters. They must be comfortable anticipating needs, exercising sound judgment, and handling sensitive information with the utmost professionalism and confidentiality.

Responsibilities

• Manage schedule/calendar, adjusting as needed throughout the day/week
• Greet third-party attendees and shepherd them to the meeting space if needed
• Update laptop and phone as needed, troubleshoot issues, and coordinate with IT support
• Set up principal's office in the morning turn on TV, print daily schedule and any notes or materials needed, fill water bottles
• Fill water throughout the day
• Starbucks runs as requested
• Warm up lunch and clean dishes afterwards
• Write congratulatory notes to company employees on behalf of the principal
• Send out gift boxes for business clients and write thank-you notes
• Ensure the office is cleaned regularly

• Schedule medical and dental appointments
• Renew and pick up prescriptions for the principal and household
• Manage tee times, tennis lessons, golf lessons, etc
• Make dinner reservations
• Send flowers for special occasions and funerals
• Run errands as needed for principal and spouse, including picking up dry cleaning, birthday cakes, presents, cards, returning items to retail stores, and/or UPS/FedEx, etc
• Loading and unloading items from personal vehicles
• Manage storage and renewal of personal documents, including passports and driver's licenses.
• Manage credit cards as requested, coordinating refunds or credits
• Submit reimbursements for medical expenses

• Move vehicles from the airport to the home or vice versa
• Book all ground transportation to and from events and while traveling for the principal, the spouse, other household staff, and guests.
• Make and manage hotel reservations as requested.
• Coordinate with the necessary parties to schedule private flights as requested

• Coordinate supplies and pantry stock for the residences as needed
• Schedule furniture and other deliveries at all residences
• Schedule car maintenance and arrange for transportation
• Interface with landscaper, property manager, housekeeper, and chef as needed to coordinate services

Qualifications

• 310+ years' experience supporting a founder, chairman, CEO, or owner-operator.
• Experience managing complex and constantly changing calendars.
• Experience coordinating domestic and international travel.
• Strong vendor and service-provider management skills.
• Experience handling confidential and sensitive information with absolute discretion.
• Demonstrated ability to anticipate needs and solve problems independently.
• Superlative organizational and time-management skills
• Excellent written and verbal communication abilities
• Ability to manage multiple tasks while maintaining attention to detail
• Comfortable working independently in a remote environment
• Professional, proactive, and adaptable approach

Requirements

• Valid U.S. Passport, Green Card, or Employment Authorization Card (EAC)
• Valid driver's license and clean driving record
• Availability for occasional after-hours and weekend coverage when required
• Candidates must be based in either Detroit, MI or West Palm Beach, FL

Salary and Benefits

• Up to $150k, DOE
• Health and dental insurance, HSA, and 401k
• PTO as standard, and an annual performance bonus after a year
• Candidates can be based in either Detroit, MI or West Palm Beach, FL

Bay Area Health Solutions