Personal / Executive Assistant for a Family Office

ob Title:  Personal / Executive Assistant for a Family Office 

Location: Wayne, PA

Reports To: Principal and Executive Director of Family Office

Compensation: $100,000 - $115,000 DOE ...Health Insurance and 401K

Position Overview

The Principal and Executive Director of a private family office is seeking a dynamic, self-motivated Executive & Personal Assistant (EA/PA) to provide comprehensive administrative and personal support. This role is ideal for a highly organized professional who thrives in a fast-paced environment and demonstrates exceptional attention to detail, discretion, and emotional intelligence.

The EA/PA will serve as a trusted partner to the Principal and family office leadership, delivering high-level executive support while also managing personal administrative needs. The successful candidate brings strong administrative and project management experience, a proactive mindset, and a “no task is too small” approach. Cultural fit is paramount—this individual must demonstrate humility, confidence, professionalism, and an unwavering commitment to privacy and respect.

Key Responsibilities

Executive Support to Principal

• Manage and coordinate the Principal’s complex calendar, including scheduling appointments and meetings across multiple stakeholders and calendars.
• Draft, edit, and prepare professional correspondence, reports, and presentation materials as requested.
• Maintain organized physical and digital filing systems to ensure efficient information retrieval.
• Manage incoming and outgoing mail and packages; place and track orders for the family office as needed.
• Prepare meeting materials and briefing documents in advance of engagements.
• Keep relevant team members appropriately informed of the Principal’s schedule and priorities.
• Reconcile, track, and submit expense reports accurately and in a timely manner.

Executive Support to Family Office Leadership

• Coordinate and manage calendars for family office leadership, ensuring alignment across competing priorities.
• Arrange corporate travel, including flights, ground transportation, lodging, and detailed itineraries; provide real-time travel support as needed.
• Plan and execute meetings and corporate events, including logistics coordination and preparation of materials.
• Maintain office inventory by stocking supplies, food, and beverages.
• Liaise with third-party vendors and service providers to ensure timely and high-quality service delivery.
• Oversee and maintain digital files and cloud-based storage systems to ensure organization and accessibility.
• Support special projects and office management initiatives as assigned.

Personal Support to Principal

• Plan and coordinate personal travel arrangements for the Principal and family, including detailed itineraries and real-time support during travel.
• Manage personal errands such as home purchases, clothing and gift procurement, and coordination of vehicle maintenance.
• Assist with household management, including scheduling and overseeing vendors and service providers.
• Support seasonal and holiday planning, including coordinating cards, gifts, and entertainment logistics.
• Provide flexible, hands-on assistance with personal matters as needed to ensure seamless daily operations.

Qualifications & Skills

• Demonstrated ability to maintain the highest level of confidentiality, discretion, and integrity.
• Exceptional organizational skills with the ability to manage multiple projects and priorities simultaneously.
• Strong attention to detail and ownership mindset, with a commitment to accuracy and follow-through.
• Proactive, forward-thinking self-starter who anticipates needs and solves problems independently.
• Excellent interpersonal and communication skills, with high emotional intelligence and sound judgment.
• Resourceful and creative problem-solving abilities in both corporate and personal contexts.
• Advanced proficiency in Microsoft Office Suite and other productivity tools; ability to quickly learn new systems and software.
• Experience conducting research, drafting reports, and preparing polished presentations.
• Flexible, adaptable, and comfortable in a role where responsibilities may shift daily.
• Valid driver’s license with a clean driving record and access to a personal vehicle for errands.
• Strong alignment with the values and culture of the family office.

Education & Experience

• Minimum of seven (7) years of administrative experience supporting a senior executive in both professional and personal capacities.
• Prior family office experience strongly preferred.
• Associate’s degree required; Bachelor’s degree preferred.
• Must successfully complete a comprehensive background investigation, including cyber and social media risk evaluation.
• Must be legally authorized to work in the United States.

Physical Requirements

• Prolonged periods of computer and phone use.
• Ability to lift and carry up to 15 pounds as needed.
• Occasional extended periods of standing or walking, including outdoors in various weather conditions.

This is an exceptional opportunity for a polished, high-performing professional seeking a long-term role within a private family office environment where trust, discretion, and operational excellence are highly valued.