Executive/Personal Assistant to CEO and Family

JRN #2479

We are looking for a proactive and resourceful high-level Executive/ Personal Assistant to support a UHNW CEO with an office in Miami, FL. The ideal candidate is a trusted right-hand professional with strong communication skills, a service-oriented mindset, and the ability to seamlessly manage both high-level business matters and the personal needs of a private family lifestyle.

Responsibilities:

• Full management of business and personal calendars, including meetings, events, family occasions, school events, and holidays.
• End-to-end coordination of business and personal events, including industry events in NY and Miami, family celebrations, and children's events.
• All business and personal reservations, including restaurants, members' clubs, spas, and family weekend and holiday experiences.
• Screening and transferring calls, alerting the CEO of incoming callers, and prioritizing multiple concurrent calls.
• Managing children's schedules, school communications, extracurriculars, and tutors; coordinating with household staff; and proactively anticipating family needs.
• Partnering with house managers in Miami and the Hamptons to oversee bills, utilities, vendors, household projects, and real estate tax payments.
• Handling emergencies with urgency and discretion.
• Sourcing, scheduling, and overseeing household vendors and service providers, including contractors, cleaners, and landscapers.
• Booking all business and personal travel — flights, hotels, car services, and family activities and preparing detailed itineraries for the CEO and family.
• Coordinating vehicle maintenance, inspections, insurance payments, and documentation for the family fleet.
• Keeping all insurance policies current and paid.
• Assistance with managing renewals and broker communications.
• Coordinating all medical appointments, procedures, pharmacy needs, and follow-ups for the CEO and family.
• Managing gifting for all occasions and handling personal shopping, errands, and special requests for the CEO and family.
• Maintaining CRM records and supporting client communications on behalf of the CEO.
• Coordinating communications with financial advisors, banking institutions, and attorneys; assisting with document preparation as needed.
• Daily transaction reports for the day, week, and month, plus additional reports as requested.
• Other ad hoc responsibilities as they arise.

Requirements:

• Must have at least 4+ years of experience in a similar position
• Highly organized, detail-oriented, and professional
• Must be tech-savvy
• Able to work independently and anticipate needs proactively
• Strong written and verbal communication skills
• Absolute discretion with confidential and personal family matters
• Must be flexible, adaptable, and high-energy with a positive attitude

Location: Miami, Florida (fully in-office). Standard business hours with some flexibility as needed.

Compensation: Up to $150K all-in (including base and bonus), benefits package, PTO, and 401K with employer match.

Pocketbook Agency is acting solely as a recruiting and placement firm for this position and is not the employer of record for this role unless otherwise explicitly stated. All hiring decisions, compensation, benefits, and employment terms are determined by the client employer. By applying, you acknowledge that submission of an application does not guarantee placement or employment.

Pocketbook Agency is an equal opportunity recruiting firm and does not discriminate in its recruiting, screening, or placement practices based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.