Executive Personal Assistant

Company Overview:

Cottonwood Group is a private equity real estate investment firm with offices in Los Angeles, Boston, and New York. Since it’s founding in 2012, Cottonwood has served as a trusted investment partner to global institutions, foundations, pension funds, and family offices.

The firm operates a multi-strategy platform focused on North American real estate, with the majority of activity concentrated in the United States. Cottonwood’s flexible mandate enables it to act as a lender, investor, operator, and sponsor, allowing for tailored capital solutions and strategic alignment with partners.

To date, Cottonwood has invested, transacted, and advised on over $7 billion of U.S. real estate through a range of capital vehicles, including pooled funds, separate accounts, public and private investment platforms, and entities in which Cottonwood maintains control or governance rights.

Position Overview

The Executive Personal Assistant will sit under the Private Client Services group providing white glove service to an UHNW family-office. This role spans executive administration, personal life management, household and estate coordination, and complex logistics across multiple locations. The position requires exceptional judgment, discretion, and the ability to manage competing priorities with professionalism and composure.

The ideal candidate is systems-oriented, proactive, highly organized, and anticipatory, with the ability to operate independently in a fast-paced, high-trust environment. You must have worked in an UHNW family office environment, hold a Bachelor's degree and speak Spanish at a conversational level.

Key Responsibilities

Executive & Business Level Support

• Manage complex calendars, scheduling, meetings, and reminders across multiple time zones.
• Draft, review, and manage professional correspondence and confidential materials.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, and related logistics.
• Act as a liaison between internal and external constituents.
• Track action items, deadlines, and follow-ups across business and personal priorities.
• Support meetings, events, and special projects as assigned.
• Maintain strict confidentiality regarding sensitive financial, legal, and personal matters.
• Assist with expense tracking, reimbursements, and documentation for accounting and finance teams.
• Assist with notarizing various documents.

Personal Assistance & Life Management

• Manage personal appointments, commitments, and events.
• Handle errands, gifting, special requests, and day-to-day personal logistics.
• Coordinate with personal service providers such as drivers, medical professionals, concierge services, and wellness providers.

Estate & Property Coordination

• Liaise with property managers, estate staff, and household vendors across multiple residences.
• Oversee home readiness and transitions between properties.
• Coordinate household purchases, repairs, inventories, and special projects.
• Oversee insurance renewals, vendor contracts, budgets, and property documentation in collaboration with relevant partners.
• Ensure residences operate to a high hospitality and service standard.

Family Support

• Assist with family scheduling, travel, appointments, and activity coordination as needed.
• Coordinate logistics and communication with caregivers, educators, and service providers.
• Support family events, celebrations, and holiday planning.

Event & Travel Logistics

• Plan and execute private events, gatherings, and hosted experiences.
• Manage reservations, itineraries, and high-touch details with discretion.
• Provide on-the-ground or remote support for travel and events, including last-minute changes.

Organization & Systems

• Maintain organized digital and physical filing systems for professional and personal matters.
• Track renewals, memberships, subscriptions, and service agreements.
• Implement and refine systems that improve efficiency and reduce operational friction.
• Identify and proactively resolve gaps before issues arise.

Qualifications

• Bachelor’s degree (BA/BS).
• 10-15+ years of experience supporting an UHNWI or family estate, preferably in the real estate, finance, or private equity industry.
• Hold an active notary certification or have the ability to obtain one within the first three months of employment.
• Background in private office, family office, finance, or similar environments preferred.
• Exceptional written, verbal, and organizational skills.
• Proven ability to handle confidential information with discretion and sound judgment.
• Highly resourceful, emotionally intelligent, and solution-oriented.
• Strong technical proficiency with productivity tools, email, calendars, travel platforms, and task management systems.
• Flexible availability, including occasional evenings, weekends, and travel.
• Professional presence and ability to remain calm under pressure.
• Comfort and experience in supporting a home with young children.
• Ability to speak and write in Spanish is required.

Cottonwood is an equal opportunity employer which takes pride in diversification and providing an environment where all team members can thrive. We do not unlawfully discriminate on the basis of any status or condition protected by applicable federal or state law.