Executive Personal Assistant

Mahler Private Staffing is a distinguished recruitment agency specializing in placing experienced private domestic staffing professionals with America's leading families. Operating with a personalized approach, Mahler Private Staffing focuses on understanding both candidates and clients in depth to foster long-lasting and successful placements. Their expertise lies in serving elite family offices and private households, ensuring that their clients receive top-tier professional support tailored to their unique lifestyle and business needs. The organization's commitment to confidentiality and personalized service makes it a trusted partner for high-net-worth individuals and families seeking the best in private staffing solutions.

We are currently seeking an experienced Executive Personal Assistant to provide comprehensive support to the CEO of a growing Family Office and the principal's family based in Coconut Grove, FL. This hybrid role blends executive assistance with personal, household, and family support, ideal for a dynamic individual capable of seamlessly navigating between business responsibilities and personal family needs. The role demands an individual with exceptional organizational skills, discretion, and proactive service orientation—a trusted partner who embodies professionalism and adaptability.

The Executive Personal Assistant will be instrumental in managing a dynamic calendar, coordinating meetings with seamless scheduling and technology setups, and optimizing the CEO's day-to-day efficiency by anticipating needs and prioritizing competing demands. Beyond traditional executive support, the role involves managing all administrative operations for the Family Office, including oversight of office logistics such as phone systems, mail, supplies, and more. Travel arrangements, domestic and international, fall under the assistant’s purview, ensuring smooth experiences for business and personal trips alike.

Confidentiality and discretion are paramount as this role handles sensitive communications and correspondence. The assistant will also support household management duties, including vendor management, inventory oversight, and coordination of residential projects like renovations and construction. They will serve as a liaison among Family Office staff, household personnel, and external vendors, sometimes meeting vendors at the residence to manage logistics effectively.

Maintaining professional and personal contact databases and assisting with special projects—business, family office, household, or otherwise—are core facets of this role. The assistant will also be responsible for managing family scheduling, invitations, charitable requests, gifting, holiday cards, seasonal decor, and special occasions, contributing to the smooth running of both professional and personal spheres.

An ideal candidate brings a minimum of seven years' experience supporting a Family Office, private principal, founder, CEO, or ultra-high-net-worth family, with a preference for those who have previous Family Office experience. The person should possess excellent verifiable references, an undergraduate degree or equivalent professional experience, and a natural, can-do attitude toward a wide variety of tasks. Exceptional communication, interpersonal, and organizational skills are essential, alongside a reliable and proactive work ethic. Outgoing, engaging, and relationship-oriented, the candidate will positively contribute to a collaborative office culture while maintaining strict confidentiality and demonstrating strong problem-solving skills.

Proficiency in the Microsoft Office Suite and general tech savviness are also required to navigate the various technological aspects of the role effectively. Compensation for this position ranges between $150,000 and $160,000 annually, reflective of the candidate's qualifications and experience. The general work schedule is Monday to Friday, 9:00 AM to 5:00 PM, with flexibility for occasional early or late starts. The benefits package is comprehensive, including an annual discretionary bonus, excellent health, dental, and vision insurance, paid time off, sick days, and observance of NYSE holidays.

This role represents a rare opportunity to join a growing Family Office where your work impacts business operations and family life intimately. The successful candidate will thrive in an environment that values discretion, efficiency, and interpersonal excellence, becoming an indispensable partner to the CEO and their family while fostering a positive, collaborative office culture.