Senior Executive Assistant / Operations Partner
Palm Beach, Florida | Hybrid | $175,000 - $200,000
A sophisticated private family office is seeking an exceptional Senior Executive Assistant / Operations Partner to serve as the right hand to its Managing Director. This is an outstanding opportunity for a seasoned Executive Assistant who wants to remain close to the executive function while expanding into meaningful operations, projects and strategic execution.
While the foundation of the role is high-level executive support, this person will also be deeply involved in operations, projects and initiatives across the family office. The ideal candidate is highly intelligent, resourceful and organized, with the judgment to know what they can handle independently, what requires collaboration and when to escalate.
This person should naturally anticipate needs, see what is coming next and enjoy making things happen behind the scenes. Exceptional communication, discretion and follow-through are essential.
Responsibilities
- Serve as the Managing Director's primary Executive Assistant and trusted right hand
- Manage a complex calendar, communications and constantly changing priorities
- Act as the Managing Director's eyes and ears, proactively identifying issues and following through on next steps
- Attend meetings alongside or on behalf of the Managing Director and provide concise, executive-level summaries
- Coordinate priorities, projects, timelines, deliverables and follow-up across the family office
- Assist with construction, renovation and operational projects
- Create reports, dashboards, presentations and executive materials
- Coordinate complex domestic and international travel, including private and commercial aviation, accommodations, ground transportation and travel documentation
- Manage expenses, invoices, reimbursements, shipments and confidential business records
- Draft and edit high-level correspondence and communications
- Research and synthesize information into clear, actionable summaries
- Serve as a liaison between the Managing Director, internal teams, vendors and outside stakeholders
- Assist with recruiting, candidate coordination, interviews and reference checks
- Build strong relationships with vendors and service providers and help resolve operational issues
- Provide hands-on support wherever needed to keep priorities moving forward
Qualifications
- 7+ years of high-level Executive Assistant experience supporting senior executives, principals or family office leadership
- Family office or UHNW experience strongly preferred
- Exceptional judgment, discretion and emotional intelligence
- Highly proactive with the ability to anticipate needs and identify issues before they become problems
- Strong project management and organizational skills
- Ability to manage multiple priorities, properties, projects and stakeholders simultaneously
- Exceptional written and verbal communication skills
- Strong executive-level writing and ability to distill complex information
- Advanced PowerPoint and presentation skills with an excellent eye for detail
- Highly proficient with technology, spreadsheets, databases and productivity platforms
- Resourceful problem solver who can work independently while understanding appropriate boundaries
- Flexible, adaptable and comfortable in a fast-moving environment
- Absolute confidentiality, integrity and professionalism
Schedule
This is a hybrid position based in Palm Beach with approximately 2-3 days per week in the office.
The role requires significant flexibility and availability outside traditional business hours, including nights, weekends and holidays when needed.
Compensation & Benefits
$175,000 - $200,000, commensurate with experience, plus excellent benefits and 401(k) match.
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Our Story:
Mahler Private Staffing works with America’s leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidates as well as we know our clients, so we can make lasting, long-term placements.
Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration. We would like to emphasize that there are no fees associated with the application process for applicants.