Personal Assistant & Yacht Operations Coordinator

Fort Lauderdale, FL

Position Overview

We are seeking a highly organized, proactive, and discreet Personal Assistant & Yacht Operations Coordinator to provide comprehensive support to a High-Net-Worth Principal across personal, household, business, property, travel, financial, and yachting responsibilities.

This is a high-trust, highly autonomous position requiring exceptional judgment, attention to detail, and the ability to anticipate needs before they arise. The ideal candidate is equally comfortable coordinating a yacht service provider, reconciling household expenses, arranging complex international travel, managing vendors, or handling time-sensitive personal requests.

The successful candidate will serve as a trusted point of contact for the Principal, professional advisors, household vendors, yacht personnel, and other external partners while maintaining the highest standards of confidentiality, professionalism, organization, and follow-through.

Key Responsibilities

• Executive & Administrative Support: Manage calendars, correspondence, scheduling, document preparation, research, follow-up, and coordination with attorneys, accountants, financial professionals, insurance providers, and other advisors.

• Household & Property Operations: Coordinate household vendors, contractors, maintenance providers, service appointments, repairs, deliveries, and ongoing residential property needs.

• Financial Administration: Manage bill payment, expense tracking, account reconciliations, receipts, invoices, and financial records. Prepare organized documentation and reports for the Principal's accountant and other financial professionals.

• Vendor & Purchasing Management: Research vendors and service providers, obtain and compare competitive quotes, evaluate pricing and services, and present clear recommendations before significant expenditures are made.

• Insurance Coordination: Assist with homeowner's, yacht, property, and other insurance needs by researching coverage options, obtaining competitive quotes, coordinating with brokers, and maintaining accurate records.

• Luxury Travel Management: Plan and coordinate domestic and international travel, including premium/first-class air travel, luxury accommodations, private transportation, restaurant reservations, activities, and detailed itineraries. Anticipate potential disruptions and develop contingency plans.

• Yacht Operations: Coordinate yacht maintenance, detailing, repairs, inspections, systems servicing, provisioning, and relationships with captains, crew, marinas, mechanics, detailers, and other marine service providers.

• Crew Coordination: Assist with identifying, screening, background verification, interviewing, onboarding, and ongoing coordination of captains, first mates, and other yacht personnel as needed.

• Yacht Readiness & Documentation: Maintain schedules, service records, registrations, insurance documentation, compliance requirements, and other yacht-related records. Proactively identify issues and coordinate solutions to keep the vessel safe, operational, and ready for use.

• Personal Support: Handle personal errands and time-sensitive requests, including dry cleaning, package handling, occasional meal or lunch procurement, shopping, deliveries, reservations, and other personal tasks.

• Proactive Problem Solving: Anticipate the Principal's needs, identify potential issues before they become problems, and independently coordinate solutions with minimal direction.

• Communication & Liaison: Serve as a professional and discreet liaison between the Principal and vendors, service providers, household personnel, yacht personnel, professional advisors, and other external contacts.

• Confidentiality: Maintain absolute discretion regarding personal, financial, family, business, property, travel, and yachting matters.

Required Qualifications & Attributes

• Demonstrated experience as a Personal Assistant, Executive Assistant, Estate Manager, Household Manager, Yacht Operations Coordinator, or similar high-level support role.

• Experience supporting a High-Net-Worth Individual, family, executive, entrepreneur, or private principal in a highly confidential environment.

• Proven ability to work independently, manage competing priorities, and make sound decisions without constant supervision.

• Exceptional organizational skills and meticulous attention to detail, particularly with scheduling, financial records, travel, vendor management, and operational coordination.

• Strong written and verbal communication skills with the ability to interact professionally with high-level contacts and service providers.

• Strong research, problem-solving, and vendor negotiation skills.

• Comfortable managing invoices, expenses, reconciliations, receipts, and documentation for accountants or financial advisors.

• Proficiency with Microsoft Office, Google Workspace, online research tools, expense management platforms, and other standard productivity systems.

• High level of integrity, discretion, reliability, and professional judgment.

• Willingness to perform both high-level administrative responsibilities and hands-on personal errands when required.

• Valid driver's license and reliable transportation.

• Demonstrated experience or strong familiarity with yacht operations, marine vendors, vessel maintenance, captains, crew, or marina relationships.

• Ability to maintain a flexible schedule and respond to time-sensitive needs when necessary.

Preferred Qualifications

• Direct experience working in a luxury lifestyle, private household, family office, estate management, or yacht environment.

• Experience supporting a Principal with multiple residences, properties, vehicles, aircraft, yachts, or other high-value assets.

• Familiarity with yacht maintenance, detailing, provisioning, marine systems, marina operations, and vessel scheduling.

• Experience assisting with yacht crew hiring, screening, background checks, onboarding, or personnel coordination.

• Experience obtaining competitive quotes for insurance, contractors, maintenance, household services, and other significant expenditures.

• Experience working directly with accountants, attorneys, financial advisors, insurance brokers, and other professional advisors.

• Bachelor's degree or equivalent professional experience.

Ideal Candidate

The ideal candidate is a self-directed, highly dependable professional who naturally thinks several steps ahead. They understand that success in this role is not simply completing assigned tasks—it is anticipating what needs to happen, taking ownership, following through, and ensuring that nothing falls through the cracks.

This individual should be comfortable moving between executive-level administrative support, household operations, financial administration, luxury travel, vendor management, and yacht coordination while maintaining professionalism and discretion at all times.

The position is best suited for someone who takes pride in being the person the Principal can trust completely, rely upon consistently, and confidently delegate to without needing to micromanage.