Executive Assistant (Household and Business Operations) (BBS788)

💼 Executive Assistant (Household and Business Operations)
🌎 LatAm
🏠 Remote

About Our Client

Our client is a principal running a private equity firm and raising a young family in California. They are looking for a seasoned operator to serve as the operational backbone across both business and personal life, managing projects, people, logistics, research, and operations with precision, empathy, and quiet excellence.

About the Role

Our client is looking for an experienced Executive Assistant and Chief of Staff who can seamlessly manage the full spectrum of business operations, executive support, financial coordination, household management, and family logistics.

This is a senior, high-trust role that spans both business and personal life. You will handle sensitive information with discretion, take initiative without being prompted, and bring a level of care and personal taste to everything you touch, whether that is booking travel, organizing systems, or selecting the right gift for the right moment.

This role comes with some flexibility in how you structure your day, but we do ask that you are reachable outside of standard hours when something urgent comes up, including occasional evenings and weekends.

Responsibilities

• Manage the principal's calendar, inbox, and communications; coordinate with investors, attorneys, accountants, consultants, and external partners
• Draft correspondence, prepare meeting materials, maintain organized digital files (NDAs, contracts, investment memos, diligence materials), and oversee a part-time remote assistant
• Handle expense tracking, vendor billing, pricing negotiations, and financial document prep for accountants and attorneys
• Design and coordinate travel experiences for the leadership team and family, anticipating needs and maintaining preferred standards of comfort, taste, and service, managing logistics, childcare, documentation, and on-the-ground details end to end
• Oversee household operations, maintenance schedules, supply inventory, and vendor contracts, including customer service resolutions and returns
• Coordinate childcare, family appointments, and source and evaluate family support resources including nannies, educational experts, and health professionals
• Maintain a relationship index of key family, personal, and business contacts including last contact dates and proactive reconnection points; coordinate gifting for birthdays, milestones, and expressions of care
• Plan and execute events end to end including personal, family, and corporate gatherings, covering venues, catering, transportation, guest lists, and RSVPs
• Research topics like schools, insurance, and home services, delivering clear summaries with a point of view; own ad hoc projects end to end
• Use AI tools (Claude, ChatGPT) and build light automations (Zapier, Notion, Google Apps Script) to reduce manual overhead and improve recurring workflows

What We're Looking For

• 5+ years as a senior executive assistant, chief of staff, family office, or private household manager, supporting a principal across both business and family life simultaneously
• Flawless spoken and written English, confident, warm, and professional in every context
• Operates with speed, clarity, and structure; presents decisions with logic, options, and a clear point of view
• Hands-on financial coordination experience including expense tracking, vendor billing, and document prep for accounting and legal
• Strong household and family operations background including vendor management, childcare coordination, and home logistics
• Ownership mindset with strong independent judgment, and excellent written and verbal communication
• Daily fluency with AI tools like Claude or ChatGPT, and proficiency in Notion, Google Workspace, Microsoft Office, Adobe Acrobat, DocuSign, and Slack
• Reliable high-speed internet with backup access; able to join video calls instantly and without disruption
• Comfortable negotiating with vendors and managing logistics under pressure
• High discretion, reliability, and attention to detail

Nice to Have

• Familiarity with private equity, finance, or professional services environments
• Experience managing household staff such as nannies or property managers
• Background in high-touch travel coordination or event planning
• Experience building automations with tools like Zapier or similar platforms
• College degree preferred but not required

Work Schedule

• 100% remote setup so you can work wherever you're most productive
• This position operates on a full-time basis, with dedicated hours to ensure alignment with the team and delivery of quality work
• Availability during US Pacific business hours, with high availability including reachability outside of standard hours when the situation calls for it

Compensation & Time Off

• Compensation paid in USD
• Paid bi-monthly on the 15th and 30th
• Paid Time Off according to company policy
• Holidays observed according to company guidelines

Application Requirements

Please submit:

• An updated resume
• A 1 to 2 minute Loom video walking through a real example of how you have managed a complex, multi-part logistics or operations challenge spanning both professional and personal or household responsibilities: what you owned, how you approached it, and the outcome

Only candidates who submit a Loom video will be moved to the next step of the hiring process.