Executive Assistant - Private Family Office & Life Operations - EST hours

The Role:

We are hiring a full-time Executive Assistant to join a small Family Office composed of 2 other executive assistants.

This is not a traditional corporate EA role, and it is not a generic personal assistant role. This is executive-level support applied to the Principal’s full life operations: personal, family, household, travel, scheduling, budgets, negotiations, payments, vendors, business-related matters, etc. There is no fixed scope. If something affects the Principal’s life, family, schedule, home, travel, projects, or ability to operate well, it will fall on your plate.

The right person is an operator: someone who enjoys turning needs, ideas, and problems into clear actions, simple systems, and completed outcomes.

This role requires strong organization, sound judgment, high discretion, low ego, and a genuine desire to be of service.

You will work inside shared systems, direct communication, and frequent feedback. The goal is simple: make the Principal’s life easier, protect his time, reduce friction, and help the Family Office team keep everything moving.

Requirements:

• Ownership and Growth mindset

  • Owner mindset: you take responsibility for outcomes, create strategies, make decisions when needed, and move things forward without waiting for permission. You are resourceful and use common sense, context, past examples, and available information to understand what can move forward, what needs a recommendation, and what truly needs approval.

  • Growth mindset: You want to improve. You actively seek feedback and use it to improve quickly. Direct feedback is part of how we operate, and you view it as a tool for growth rather than criticism. If you struggle receiving feedback, this job is not for you.

• Service Orientation and Low Ego

  • This role requires a genuine desire to serve at a high level. That does not mean being passive. It means being thoughtful, proactive, discreet, reliable, and deeply committed to making the Principal’s life and operations better.

  • You are not above any task that matters. You do not need the spotlight. You care more about outcomes than credit.

  • You can receive direct feedback without defensiveness. You care about improving more than being right.

• Team Collaboration

  • You will work closely with the family office team. You share context, document your work, ask for input when needed, and help the team operate as one system. You do not work in isolation. The goal is not only to complete your own tasks, but to help the Family Office run smoothly.

• Executive-Level Organization and Follow-Through

  • As a strong operator, you thrive by making things happen, turning moving parts into a clear system, and making sure nothing falls through the cracks. You keep work visible, make the next step clear, and move tasks forward until they are fully resolved. You do not let things sit, disappear, or depend on memory.

Requirements:

• Full-time availability - EST hours

• Excellent written and verbal English

• Minimum 5 years of professional experience in a high-responsibility role such as operations, project management, startups, client service, concierge-style support, legal/admin support, finance support, agency operations, or event coordination, including at least 1 year as an Executive Assistant, Personal Assistant, Founder Assistant, Family Office Assistant, or similar support role

• Comfortable supporting both executive and personal/family operations

• Strong discretion and confidentiality with sensitive personal, financial, and business information