Executive Assistant

Private Family Office & Foundation · Jupiter, Florida MUST LIVE CLOSE TO JUPITER OR IN JUPITER

About the Position

We are seeking a polished, discreet and resourceful Executive Assistant to support Mrs., President of the family’s foundation, and assist Mr. primarily with scheduling. This is a hands-on role in a small, close-knit team for someone who is highly reliable, accurate and proactive and who anticipates needs before they are asked.

The position is based at the Family Office in Jupiter, Florida, with work at the family’s nearby residence as needed. Occasional local travel includes the family’s Florida ranch, and approximately twice a year the Executive Assistant travels to New Jersey for two to three days. The position remains Florida-based year-round.

The family is seeking a long-term placement. Many senior staff members have remained with the family for ten years or more, and several have retired from the family’s service.

What Mrs. Most Needs

Above all, peace of mind: when something is asked, it is handled accurately, timely and completely.

In order of importance:

1. Reliability
2. Accuracy
3. Flexibility
4. Responsiveness
5. Anticipation
6. Discretion and confidentiality
7. Follow-through: check and verify
8. Communication
9. Availability
10. Adaptability

Reporting & Working Arrangements

The Executive Assistant works primarily for Mrs., whose direction governs day to day and who conducts the annual performance review. The Executive Assistant also supports Mr., primarily with scheduling.

This role works closely with the Family Office, Estate Manager, Majordomo, pilots and boat captains. The Family Office handles the family’s corporate, legal, financial, bill-payment and reconciliation matters; the Executive Assistant facilitates and coordinates as needed.

The Executive Assistant is provided access to family credit and virtual cards for authorized purchases and is responsible for receipts and expense processing. A vehicle is provided for work-related use.

The role requires after-hours reachability by phone. Urgent matters may require a prompt text response during evenings or weekends; routine matters are handled during normal working hours. During vacation, contact is limited to emergencies.

Key ResponsibilitiesCalendars, Scheduling & Organization

• Maintain Mrs.’ calendar and schedule personal appointments, dining and other commitments.
• Handle Mr.’s business meetings and personal appointments.
• Schedule medical appointments and coordinate related logistics.
• Review the family’s master travel schedule for accuracy and completeness.
• Schedule and coordinate Mr.’s hunting trips, including required licenses and permits.
• Prepare briefing notes before meetings, trips and events and occasionally attend meetings to take notes.
• Maintain an action list of open requests, owners and due dates.
• Provide a regular one-page summary of open items, upcoming dates and decisions needed.

Travel & Logistics

• Research, plan and book flights, hotels, ground transportation, travel documents and visas for the family and extended family.
• Coordinate with outside travel agencies for larger or complex trips.
• Produce a clear trip sheet/itinerary for every trip and monitor passport and visa expirations.
• Handle disruptions and communicate changes to pilots, boat crews, household staff and other relevant parties.
• Coordinate passenger lists, departure times and transportation to and from aircraft and vessels.
• Support private-aircraft arrivals and departures at the local private terminal when needed.
• Coordinate approximately twice-yearly New Jersey trips and occasional trips to the family’s Florida ranch.
• Liaise with aircraft and vessel crews on passenger logistics; the crews remain responsible for operating the aircraft and vessels.

Reservations, Gifts & Personal Support

• Make restaurant reservations and coordinate off-site family and company events.
• Work hands-on alongside Mrs. organizing at the family’s properties and warehouse.
• Wrap, mail and occasionally purchase or deliver gifts at Mrs.’ request.
• Maintain cards, important-date lists and houseguest records as directed.
• Run local errands, including pickups, shopping, shipping, returns, medication pickup and document delivery.
• Obtain principal signatures at the residence and route documents through the family’s electronic-signature system.
• Receive Mrs.’ packages, verify orders against invoices and place items in the appropriate location.
• Research questions regarding bills or receipts for Mrs.; the Family Office handles payment.
• Assist with children’s scheduling or the family’s dogs on rare occasions when needed.
• Serve as an initial point of contact for outside parties and route matters appropriately.
• Screen correspondence and draft replies when requested.

Foundation

Mrs. serves as President of the family’s foundation, and the Executive Assistant provides hands-on administrative support, including:

• Researching and helping vet new charities.
• Following up on donations and grants.
• Maintaining the foundation website.
• Drafting donation acknowledgements and thank-you correspondence.
• Maintaining the foundation calendar and grant follow-up records.
• Coordinating travel and logistics for foundation meetings and site visits.
• Tracking required documents and deadlines.

The Family Office maintains the foundation’s official records.

Household & Estate Coordination

The Estate Manager and Majordomo manage the properties, maintenance, vendors, household events and household staff. The Executive Assistant coordinates with them regarding the principals’ schedules, guests and plans.

Responsibilities include:

• Communicating appointment, guest and travel information to the appropriate team members.
• Coordinating houseguest arrivals, departures and ground transportation and providing advance notice to household staff.
• Maintaining relevant principal preferences, contacts and records.
• Supporting the family during occasional visits to the Florida ranch.
• Assisting with storm and evacuation logistics in coordination with the Estate Manager and Majordomo.
• Participating in the annual pre-summer property walk-through, taking notes and tracking completion of resulting action items.
• Providing team coverage when needed and receiving backup from the Estate Manager and Majordomo when out.

Family Office Coordination

The Family Office owns the family’s corporate, legal and financial work. The Executive Assistant helps move matters to completion by:

• Scheduling meetings between the principals and Family Office.
• Bringing final documents to the residence for signature and returning completed documents.
• Notarizing documents when needed.
• Assisting with projects led by the Family Office at Mrs.’ request.

Keeping the Role Organized

The Executive Assistant maintains a written desk manual covering procedures, contacts, recurring dates, frequently used vendors and each principal’s preferences. The manual must remain current so another team member can provide coverage and future transitions can occur smoothly.

Bonus Skills

These are helpful but not required:

• Foundation or nonprofit administration.
• Charity research and grant follow-up.
• Familiarity with private aviation, yachts or chartering.
• Experience supporting multiple principals or extended-family logistics.
• Comfort around dogs.
• Notary commission; if not already commissioned, the successful candidate will be expected to obtain one after joining.

Preferred Experience & Qualifications

• 5+ years as an Executive or Personal Assistant supporting a very busy family, household or family office.
• Demonstrated discretion and confidentiality, confirmed through references.
• Strong calendar, email and travel-planning skills.
• Proficiency with Microsoft Office and Outlook or Google Workspace.
• Familiarity with electronic-signature platforms.
• Excellent written communication and attention to detail.
• Calm, proactive and resourceful under pressure.
• Strong follow-through and ability to anticipate needs.
• Flexibility and comfort supporting two principals.
• Willingness to respond promptly when genuinely urgent matters arise after hours.
• Hands-on temperament suited to a small team and varied responsibilities.
• Bachelor’s degree preferred.
• Valid driver’s license in good standing.
• Legally authorized to work in the United States.

Screening & Verification

This is a confidential search. Candidates must provide professional references that can be independently verified through official channels. References will be checked early in the process.

Employment is contingent upon the household’s standard vetting process, including verification of identity, employment history and references and appropriate background screening with candidate consent. A confidentiality agreement is required and continues after employment.

Compensation & Benefits

Compensation is commensurate with experience and discussed with qualified candidates. This is a full-time, Florida-based position.

Benefits include:

• Health insurance coverage.
• Retirement plan participation.
• Paid time off under the employer’s handbook.

Additional details are provided at offer.