Family Office Personal Assistant

Job Description

Job Description

Description:

The Gehan Family Office is seeking an extraordinarily capable and seasoned Personal Assistant to serve Glenn Gehan and the broader Gehan family enterprise. This is a rare opportunity for an elite-level professional who thrives at the intersection of private wealth, high-stakes logistics, and white-glove service — someone who understands that excellence is not an aspiration, it is the baseline.

The Personal Assistant will function as the central operating hub for Mr. Gehan's personal life. Working in close coordination with the family office finance team, the private flight department, property management staff across multiple residences, and senior executives within Mr. Gehan's operating company, this individual will ensure a seamless, fully integrated experience.

This position demands exceptional judgment, an intuitive sense of anticipation, and an unwavering commitment to confidentiality. Only candidates with demonstrated, verifiable experience supporting ultra-high-net-worth principals in similarly complex environments will be considered.

Executive & Personal Coordination

• Manage all aspects of Mr. Gehan's personal calendar, including scheduling, prioritization, and proactive conflict resolution, in close partnership with his Executive Assistant

• Coordinate personal appointments, engagements, family logistics, and household needs with precision and care

• Anticipate needs before they arise — identifying gaps, risks, or opportunities across all areas of responsibility

Private Flight Department

• Coordinate all private aviation logistics including flight scheduling, trip planning, catering, ground transportation, and FBO arrangements

• Maintain close working relationships with the flight crew and Chief Pilot

• Manage last-minute scheduling changes and itinerary adjustments with composure and efficiency

Multi-Property Management

• Oversee day-to-day operations across multiple residential properties, serving as the primary point of contact for property managers, housekeeping staff, estate vendors, and contractors

• Coordinate property openings, closings, deep-cleaning rotations, seasonal maintenance schedules, and renovation projects

• Manage inventories of household supplies, vehicles, artwork, and personal assets across all locations

• Travel to properties as needed to oversee projects, prepare for arrivals, or address time-sensitive matters

Family Office Finance Department Coordination

• Partner closely with the family office finance team on expense tracking, bill payment, vendor invoicing, and personal account reconciliation

• Prepare and submit expense reports with full supporting documentation in a timely and accurate manner

• Coordinate with the finance team on personal insurance policies, tax document collection, and vendor contract administration

• Assist in onboarding and evaluating new vendors, service providers, and household staff from a logistics and financial perspective

Travel & Event Planning

• Plan and execute complex domestic and international travel itineraries for Mr. Gehan, family members, and guests — including accommodations, ground transportation, dining reservations, and on-the-ground logistics

• Accompany Mr. Gehan and family on travel as required, providing on-site support and real-time problem solving

• Organize private events, family gatherings, and personal entertainment from concept through execution

On-Call Availability

• Remain accessible outside standard business hours as required, including evenings, weekends, and holidays when circumstances demand

• Respond to urgent requests with urgency, calm, and decisive action regardless of time or location

• Minimum 8 years of experience as a Personal Assistant or Chief of Staff directly supporting ultra-high-net-worth individuals or family offices

• Demonstrated experience working with or within a private flight department, including hands-on management of private aviation logistics

• Proven track record managing multiple high-value residential properties simultaneously, including coordination with estate staff and vendors

• Direct experience collaborating with a family office finance team on expense management, vendor administration, and financial record keeping

• Deep familiarity with the expectations, protocols, and lifestyle standards of ultra-high-net-worth principals and their families

• Based in Dallas, TX with the ability and willingness to travel domestically and internationally on short notice

• Valid driver's license and passport; availability to travel without restriction

The ideal candidate embodies the following qualities — not occasionally, but consistently and without exception:

• Highly Organized — You operate with systems, structure, and discipline. Nothing slips. Every detail is tracked, every deadline is met, and every stakeholder is kept appropriately informed.

• Exceptional Problem Solver — You encounter obstacles as opportunities. You think three steps ahead, bring solutions rather than problems, and maintain composure when circumstances are fluid or high-pressure.

• Communicative & Responsive — You communicate clearly, concisely, and appropriately across all audiences — from household staff to C-suite executives. You respond promptly, keep people informed, and never leave a stakeholder wondering.

• Discretion — You understand that confidentiality is not a policy — it is a professional identity. Personal matters, financial information, and family affairs are held in the strictest confidence, permanently and without exception.

• Experience supporting a principal with significant real estate holdings and business interests

• Familiarity with luxury vendor ecosystems — hospitality, automotive, security, art, philanthropy, and estate services

• Proficiency with productivity and estate management tools, scheduling platforms, and expense management software

• Warm and professional demeanor with the ability to build trusted, long-term relationships with the family and key stakeholders

• Comfortable navigating ambiguity, managing competing priorities, and adapting quickly when plans change