EXECUTIVE-LEVEL PERSONAL ASSISTANT

Executive-Level Personal Assistant

Location: Mid-Peninsula, San Francisco Bay Area Hybrid structure | Onsite as needed | Must live locally

Schedule: Full-time Classification: Exempt Compensation: 160,000 180,000 base salary, plus a 20% target performance bonus Benefits: Comprehensive family medical, dental, and vision coverage; 401(k) with a 3% safe harbor contribution; and 15 days accrued annual PTO

Reports to: Principals Peers: Director of Residences, Director of Properties & Projects, and CFO a deliberately flat, expert-led structure in which each leader fully owns their domain

Key Partners: Director of Residences for household implications; the family's personal shopper and stylists; family medical providers; and the CFO office for expenses and reconciliation

The Heart of the Role: A prominent private family in the San Francisco Bay Area is seeking an exceptional Executive-Level Personal Assistant to take full ownership of the principals' personal world. This is a deliberately flat, expert-led structure not a traditional hierarchy in which the Personal Assistant works beneath another household or family-office leader. The Executive-Level Personal Assistant reports directly to the principals and operates alongside the Director of Residences, Director of Properties & Projects, and CFO, with each leader independently owning their respective domain.

There will, of course, be an appropriate onboarding and training period to learn the family's preferences, rhythms, systems, and standards. That said, this is not a role designed for someone who needs to be developed into executive-level responsibility. The successful candidate will arrive with sufficient depth of experience, judgment, and confidence to step into the role at full speed, quickly absorb the particulars of this family, and begin taking meaningful ownership from the outset.

For the Executive-Level Personal Assistant, that domain encompasses the principals' personal calendars, the children's calendars, all family travel, medical and wellness coordination, styling and fittings, correspondence, personal administration, gifting, purchases, and the many discrete projects that arise in the life of a busy and prominent family. The person who thrives here will think and operate more like an owner than an order-taker. They will build systems rather than wait for instructions, anticipate what is coming, make appropriate judgment calls independently, and close every loop. The principals should be able to hand something over and know that it will be thoughtfully managed through completion.

Just as important is the manner in which the work is done. This role requires exceptional discretion, emotional intelligence, polish, resourcefulness, and the ability to remain meticulous when plans are moving quickly. The successful candidate will be comfortable working directly with the principals, collaborating as a peer with the other domain leaders, and maintaining excellent professional boundaries and an understated, low-ego presence throughout the broader family office.

The Role:

Calendars Principals & Children: Own the principals' personal calendars end to end, including scheduling, confirmations, conflict management, and daily look-ahead briefings. Coordinate closely with the principal's corporate CEO office so that personal and professional calendars remain fully synchronized, while owning the personal side of that seam. Own the children's calendars, including school dates, activities, lessons, camps, appointments, celebrations, and related logistics. Coordinate children's scheduling with the childcare team through the Director of Residences. Maintain the family calendar as the single source of truth across the personal domain. Communicate household implications to the Director of Residences so that staffing, meals, childcare, and other household logistics consistently align with the family's schedule.

Travel: Plan and book all personal and family travel, including flights, ground transportation, accommodations, and complete itineraries. Prepare comprehensive trip packages containing reservations, contacts, schedules, and contingencies so that the family has everything needed before departure. Manage travel changes in real time while the family is away, responding quickly and calmly when itineraries shift. Coordinate destination advance work as needed. Partner with the Director of Residences on packing logistics and staff travel associated with family trips.

Medical & Wellness Coordination: Own the administrative and logistical side of the family's medical and wellness care. Schedule appointments and specialists, manage referrals, and coordinate records between providers. Coordinate prescriptions, prescription renewals, and travel-related medical preparation for family trips. Serve as the family's administrative point of contact with medical providers and any retained medical-concierge program. Handle all medical and wellness information with strict confidentiality and exceptional discretion.

Styling, Wardrobe & Personal Purchases: Coordinate personal styling for the principals, including stylists, fittings, alterations, and event wardrobe timelines. Partner with the family's personal shopper on purchases, returns, and wardrobe management. Manage personal purchases and returns more broadly as needed. Maintain clean and accurate expense documentation and reconcile personal expenses through the CFO office.

Correspondence & Personal Administration: Manage personal correspondence, invitations, RSVPs, and thank-you notes with appropriate judgment, polish, and attention to the principals' voice. Own gifting for family members, friends, and staff, maintaining awareness of important occasions, sourcing appropriate gifts, and making certain nothing is missed. Handle ongoing personal administration, including renewals, memberships, subscriptions, records, school paperwork, and family filings. Take ownership of discrete personal projects for the principals, carrying them from initial request through completion. Provide proactive status updates so the principals do not need to chase information or wonder where something stands.

Who Will Be Successful: This role calls for someone who is genuinely comfortable carrying responsibility. The principals are looking for an Executive Personal Assistant who can absorb complexity, establish order, and exercise judgment without requiring constant direction. The strongest candidate will understand that excellent personal support is often invisible: the calendars work, travel unfolds smoothly, appointments happen when they should, paperwork is handled, gifts arrive on time, wardrobe needs are anticipated, and the principals are not burdened with the details required to make those things happen. They will also understand the importance of collaboration within a flat leadership structure. Owning the personal domain does not mean operating in isolation. Success requires excellent communication with the Director of Residences, Director of Properties & Projects, CFO office, corporate executive office, childcare team, stylists, medical providers, and other external partners. The right person will know when to make a decision independently, when another domain leader needs to be informed, and when something should be elevated directly to the principals.

Qualifications & Experience: 5+ years of experience supporting UHNW principals or C-suite executives with true ownership of calendars, travel, and personal affairs rather than shared-desk or narrowly defined administrative support. Demonstrated experience coordinating medical logistics, personal styling, or comparable high-touch personal services requiring judgment and discretion. A strong track record managing complex and frequently changing family travel with poise. Excellent written communication skills, including the ability to handle personal correspondence on behalf of the principals with appropriate tone and polish. Strong systems habits, including disciplined task tracking, documentation, organization, and follow-through without the need for reminders. A valid driver's license. Must be based within practical daily commuting distance of the Mid-Peninsula.

Personal Attributes: An owner, not an order-taker. You are comfortable building and running your domain with minimal direction and taking genuine accountability for the outcome. Exceptionally discreet. You understand the sensitivity inherent in supporting a prominent family and exercise absolute confidentiality, particularly around medical, family, and personal matters. Anticipatory and resourceful. You naturally look ahead, recognize what is likely to be needed, and solve problems before they become problems. Meticulous under pressure. You remain accurate and composed even when schedules change, travel becomes complicated, or several priorities converge at once. A closed-loop communicator. You follow things through to completion, communicate clearly, and make certain stakeholders know what they need to know without being chased. Warm and low ego. You bring a grounded, professional presence to interactions with the principals, their children, fellow domain leaders, household staff, and outside partners. Service-minded without being passive. You take satisfaction in making an exceptionally complex life run smoothly while bringing the judgment and confidence to make decisions when needed.