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
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.
Why Join Assist World?
100% REMOTE$50 birthday bonus$200 testimonial bonusNO TRACKER.
Assist World is a virtual assistant staffing company that places remote administrative professionals with clients across various industries. The company serves diverse clients including a long-established mobile swim school in Florida and a luxury jewelry design business. Assist World matches detail-oriented virtual assistants with roles involving scheduling, client communication, appointment coordination, and operational support. The company emphasizes remote work flexibility and offers performance-based bonuses to incentivize quality service delivery.
