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