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.