Senior Executive Assistant

About the Role
We are seeking a highly organized, proactive, and resourceful Senior Executive Assistant to
support the principal of a private family office. This is a high-impact role that combines executive
assistance, operations, research, project coordination, and personal assistance, requiring
someone who thrives in a fast-paced, entrepreneurial environment.

The ideal candidate is exceptionally detail-oriented, highly responsive, and naturally curious,
with the ability to anticipate needs before they arise. You'll serve as a trusted right hand,
ensuring both business and personal priorities run seamlessly while allowing the principal to
focus on strategic decision-making.

This is not a traditional Executive Assistant position. We're looking for someone who enjoys
solving complex problems, taking ownership, and finding creative solutions while managing a
wide variety of responsibilities across both business and personal affairs.

Key Responsibilities

Executive Support
● Manage the principal's calendar, priorities, and daily workflow.
● Coordinate meetings, appointments, and travel arrangements.
● Monitor schedules and proactively remind the principal of upcoming commitments.
● Prepare meeting summaries, action items, and follow-up communications.
● Screen incoming requests and prioritize urgent matters.
● Act as the primary point of coordination for day-to-day executive support.

Research & Decision Support
● Carry out due diligence and information gathering for business initiatives and
investments.
● Solve problems independently by identifying the best available solutions.
● Conduct thorough research on vendors, products, services, and business opportunities.
● Source and compare suppliers, contractors, and specialist service providers.
● Present concise recommendations with pricing, timelines, pros and cons to enable
informed decision-making.

Family Office & Operational Support
● Provide operational support across the family office.
● Coordinate documentation, contracts, and administrative processes.
● Assist with opening financial and trading accounts, ensuring paperwork is completed accurately.
● Maintain organized records and confidential documentation.
● Support operational projects from planning through execution.

Project Management
● Manage multiple projects simultaneously while keeping stakeholders informed.
● Coordinate with vendors, consultants, and external service providers.
● Track deadlines and ensure projects progress on schedule.
● Source highly specialized service providers when required.

Personal Assistance
● Coordinate travel, dining reservations, appointments, and lifestyle requests.
● Research and secure difficult-to-obtain reservations, services, or experiences.
● Handle personal errands and administrative tasks with professionalism and discretion.
● Anticipate personal needs and proactively provide solutions.

Market & Trading Support
● Monitor pre-defined market alerts and notify the principal immediately when action may be required.
● Follow established procedures regarding trading thresholds and priority notifications.
● Escalate urgent matters until they receive a response.
● Support administrative requirements related to investment activities.

Ideal Candidate Profile
We're looking for someone who is:

● Resourceful, independent, and naturally curious.
● An excellent researcher who enjoys solving problems.
● Calm under pressure with strong judgment.
● Patient, adaptable, and an exceptional listener.
● Comfortable supporting high-performing entrepreneurs and executives.
● Confident making recommendations without making assumptions.
● Tech-savvy and quick to learn new systems.
● Professional, discreet, and trustworthy with confidential information.

● Exceptionally organized with outstanding attention to detail.
● Highly proactive and able to anticipate needs before being asked.
● Comfortable managing multiple priorities in a fast-paced environment.

 

Preferred Experience
Experience in one or more of the following areas is highly desirable:
● Senior Executive Assistant supporting founders, CEOs, or entrepreneurs
● Family office administration
● Private wealth or investment firms
● Financial services or capital markets
● Operations or project management
● High-end concierge or luxury lifestyle management

Knowledge of financial markets, investment terminology, or trading platforms is highly
advantageous but not essential.

Key Skills
● Executive administration
● Project coordination
● Research and analysis
● Vendor sourcing and management
● Calendar and inbox management
● Travel coordination
● Written and verbal communication
● Time management
● Critical thinking and problem-solving
● Microsoft Office and Google Workspace
● CRM and productivity platforms

Working Style
The successful candidate will:
● Work full-time (40 hours per week).
● Be available during the principal's working hours.
● Demonstrate flexibility to accommodate changing priorities and occasional travel schedules.
● Adapt working hours when business needs require.
● Be comfortable supporting a dynamic entrepreneur whose schedule and priorities may change quickly.

Success in This Role
Success will be measured by your ability to:
● Keep the principal organized, prepared, and focused on high-value work.
● Reduce administrative burden through proactive ownership.
● Deliver accurate research and thoughtful recommendations.
● Anticipate needs before they become urgent.
● Build strong relationships with vendors and service providers.
● Handle confidential information with complete discretion.
● Solve problems creatively, efficiently, and independently.
● Create structure and organization in a fast-moving environment.

Personal Attributes
The ideal candidate is:
● Proactive rather than reactive.
● Highly organized and detail-oriented.
● Resourceful and solutions-focused.
● Persistent in overcoming obstacles.
● Professional, discreet, and dependable.
● Creative and able to think outside the box.
● Comfortable working independently with minimal supervision.
● An exceptional communicator who listens carefully before acting.
● Calm, patient, adaptable, and resilient.

This role is ideal for someone who enjoys becoming an indispensable partner to a high-
performing entrepreneur. If you're energized by solving problems, managing diverse
responsibilities, and creating order from complexity, you'll thrive in this position.