Full-Time Traveling Executive Personal Assistant

Job Title : Full-time Traveling Executive Personal Assistant Reporting to : The Principal Location : Miami, FL (Downtown/Brickell area) Hours : Core schedule, Monday – Friday, business hours; however, the role requires flexibility to work outside of standard working hours, with a ‘24/7 on-call’ mindset during both weekdays and weekends Salary : $155,000 - $175,000/year, dependent on experience; plus, a discretionary yearly adjustment and bonus Benefits : Medical stipend, PTO, sick days, main federal holidays (although must be flexible to work/be on call if needed) Travel : Requires extensive domestic and international travel, including on short notice The Role We are seeking a highly experienced Executive Personal Assistant to serve as a trusted right-hand partner to a successful entrepreneur and high-profile business owner in the music, sports, and entertainment industry. This is a dynamic and multifaceted role that requires a seasoned professional with a true 24/7 mentality, exceptional responsiveness, and the ability to seamlessly manage both business and personal affairs. The ideal candidate will bring a high level of organization, structure, and strategic thinking to an environment that currently lacks established systems and processes. They will be responsible for creating order, managing priorities, anticipating needs several steps ahead, and ensuring nothing falls through the cracks. The Executive Personal Assistant will oversee complex domestic and international travel arrangements, including both commercial and private travel, while expertly managing frequent changes and evolving priorities. Acting as a trusted gatekeeper, the successful candidate will communicate on the principal's behalf when appropriate, while maintaining accessibility and fostering key relationships. They will be instrumental in structuring the principal's time, helping him balance the demands of multiple businesses, family commitments, personal responsibilities, and wellness goals. In addition to traditional executive and personal support, the role will include lifestyle management responsibilities, helping to elevate the principal's personal brand and overall presence. This includes coordinating high-touch services and experiences, ensuring a polished and professional image, and overseeing social media management. The ideal candidate is a highly organized multitasker who remains calm under pressure, thrives in a fast-paced environment, and possesses the judgment and resourcefulness to solve problems in real time. This position offers long-term growth potential. As the principal's operations become more scalable, the role may evolve into a Chief of Staff position, with responsibility for helping build and manage a broader support infrastructure, including future Personal Assistants, Executive Assistants, and household staff. Following the completion of the principal's new home construction project, the successful candidate may also assist with staffing and establishing household operations as needed. Key Responsibilities *Please note the below list is not exhaustive. Day to Day Management Sourcing and overseeing vendors (e.g. plumbing, electricians, maintenance workers, etc.), suppliers (e.g. florists, dry cleaners, etc.), contractors (for major repair and renovation projects) and various appointments Maintaining excellent relationships with suppliers, vendors, etc. Ensuring all maintenance contracts are negotiated, documented, stored and well monitored and maintaining an up-to-date supplier list Good knowledge of household maintenance and servicing needs (interior and exterior) Oversight of all deliveries, renovation projects and general maintenance of the residence; making the principal/family office aware of any necessary repairs or purchases Monitoring the progress of projects, to ensure that they are being prioritized in accordance with the principal’s wishes and that outcomes are being reached in a satisfactory time scale and to the standard expected. Assisting with projects and research as required General Administrative Managing email, screening, drafting, and issuing correspondence to relevant people as needed Liaising cohesively with others in bringing together the smooth running of the home and office Efficient and extensive calendar planning week to week; ensuring the principal is aware of all appointments and is fully prepared Coping with last-minute changes/requests, working to pre-empt and resolve potential scheduling conflicts Assisting with projects and research as required Travel & Event Planning Coordinate all aspects of personal and corporate travel: flights, accommodations, itineraries, reservations, and ground transportation with the principals (commercial and private) Maintain and update calendars with social engagements, appointments, and travel plans Travelling as needed to the different properties and/or business locations Plan and coordinate social and family events, including managing logistics and vendor communications with the principal (this includes social plans with friends, birthdays, and dinners) Organizing and assisting with corporate event planning; organizing catering, booking locations, setting up venues etc. Office Management Point of contact for the team and liaise with the General Manager as needed Reconciling and coding for billing and reimbursement Prepare and submit expense reports with proper documentation Filing/ organizing all financial documents efficiently Other projects such as vendor management, holiday cards or other projects Asset Maintenance & Oversight Maintain an accurate inventory of household assets, including furnishings, equipment, and vehicles. Schedule and track routine maintenance (e.g., car washing, oil changes, seasonal service) and ensure all assets remain in optimal condition. Keep detailed records of asset upkeep and ensure timely follow-up on maintenance needs. Family Assistance Monitoring deliveries and arranging returns Assisting with service during events and family gatherings Forging relationships with the family and staff & becoming a trusted ‘go to’ person when needed Approaching work with a ‘never having to ask’ attitude – proactively completely jobs and pre-empting the family’s needs. Accounts & Bill Pay Keeping a record of household expenses Assisting with household bill pay; pay and track bills as needed Liaise with bill payment team all 3rd party provider accounts, ensuring punctual payments Credit card reconciliation Requirements Must possess a valid U.S. Passport or be able to obtain one immediately upon hire. Must already live locally within reasonable daily commute Downtown/Brickell area of Miami A clean valid driver’s license, and vehicle for getting to/from work and running errands Must have several years’ experience working in a similar role for HNW private principals Strong preference for candidates that have supported HNW principals in the music, sports, and entertainment fields in a similar capacity Must be tech savvy (Word, Excel, PowerPoint, experience with PC and Apple products) Must have extensive multi-calendaring experience Must have complex domestic and international travel planning experience (commercial and private) Outstanding organizational, problem-solving, and time management skills Ability to multi-task and prioritize daily workload Excellent verbal and written communications skills Clean background check Confidentiality/non-disclosure agreement #J-18808-Ljbffr Somerset White Limited