Personal Assistant - High Net Worth Family Office - The Quest Organization

Personal Assistant – High Net Worth Family Office

Our client, a high net worth family office, is seeking a highly organized and proactive, experienced Personal Assistant to provide comprehensive support to the Principals and their family. The family office serves as the central hub for managing the Principal's diverse interests. These interests encompass various entities, including a family philanthropy committed to addressing climate change, improving American democracy, and empowering local communities. Additionally, the office oversees an investment division that supports tech entrepreneurs in Poland and a motorcycle racing team. The office also manages essential functions such as estate management, accounting, legal, and domestic operations.

This role requires the ability to prioritize, anticipate needs, think critically, and be solutions-oriented in dynamic environments. This position consists of a broad variety of administrative tasks that include, but are not limited to, assisting with the planning and execution of meetings and events, making complex travel arrangements, providing personal support to both Principals, ensuring expenses are paid, liaising with domestic staff, and providing back up calendar support to the Executive Assistant.

This position is ideal for individuals with past Personal Assistant experience, who thrive in a fast-paced environment and seek to play a vital role in the growth of a dynamic enterprise. The ideal candidate will be based in Miami, FL through June 2025, then may transition to a 50/50 remote/hybrid role at their other properties (Chicago, Las Vegas, Big Sky, Malibu). Should the Principals relocate, bi-weekly travel will be required with optional temporary relocation assistance. 

This role will be overseen by the Executive Assistant.

Executive Coordination

• Collaborate with the Principals and EA to ensure alignment on and prioritization of time- sensitive matters
• Ensure the Principals’ adherence to annual personal, professional, and family-related goals by collaborating with EA to align their calendar with these aspirations
• Identify opportunities for process improvement, streamline workflows, and leverage technology/tools to optimize proficiency
• Provide back up support for EA in coordinating appointments and meetings for principals

Travel Logistics

• Provide support to EA in coordinating intricate travel logistics, including domestic and international trips involving multiple individuals and/or stops
• Build and maintain a template packing list for each member of the family to ensure efficient, seamless packing for each trip; store and maintain travel documents for the family
• Arrange and organize all necessary items and provisions to prepare the family for upcoming travel
• Accompany principals during travel (as needed), staying one step ahead of their needs
• Ensure properties are cleaned, stocked, and prepared to support family travel and relocations
• Communicate in real-time to keep Principals on schedule and informed

Meeting Preparation and Event Management

• Curate and execute parties, dinners, retreats and other events, overseeing arrangements such as catering, entertainment, and decorations to ensure successful and memorable gatherings
• Ensure relevant documentation is prepared and reviewed in anticipation of meetings, networking events, speaking engagements, site visits, etc
• Arrange catering for internal and external meetings hosted by the Principals, when appropriate

Hospitality and Relationship Management

• Serve as a liaison for personal and professional constituencies, consulting with Principals, as needed, using discretion
• Design and execute a workflow for recognizing special occasions (internal and external) and send thoughtful gifts when appropriate
• Effectively communicate plans and agendas with guests and be responsive to their questions/needs and logging food/drink preferences along with dietary restrictions
• Greet guests and make everyone feel welcomed by ensuring the right provisions are available to accommodate their stay or visit

General Errands and Tasks

• Assist with personal tasks including meal planning, fitness scheduling, and restaurant reservations
• Stock petty cash, parking permits, basic household supplies, etc. as needed
• Arrange and coordinate lunch orders
• Handle errands related to the family cat, including scheduling veterinarian appointments and grooming sessions.

Special Projects

• Conduct research on various topics such as travel destinations, gift ideas, and professional contacts
• Act as a liaison with the rest of the family office, including estate management, accounting, domestic staff, and impact team; facilitate org-wide communication and collaboration
• Attend vendor appointments and communicate updates to the estate management team to help drive task completion, as needed
• Assist Principals and EA with special projects as needed, including research, data analysis, presentation preparation, and other ad hoc tasks

Qualifications:

• Ability to travel up to 50% of the time
• 5+ years of experience as a personal assistant for a high net worth family
• In this role, discretion, integrity, and focused efficiency are paramount, necessitating a professional demeanor characterized by a preference for productivity-focused communication
• Strong interpersonal skills (diplomacy, tact, and empathy) are essential for building and maintaining positive relationships with Principals, family members, household staff, and external contacts
• Excellent verbal and written communication skills; ability to communicate in a clear and concise manner to Principals, family members, internal and external constituents, etc.
• Ability to be on-call 24/7 and respond quickly to requests from Principals and family members
• Ability to manage complex situations and make logical decisions in, fast pace environments
• Strong organizational skills; extremely detail-oriented and thorough
• Comfortable managing up to the Principals and proactive in approach by providing relevant data, facilitating brainstorming sessions, or providing additional information
• Proactive with the ability to anticipate the needs of the Principals and family members
• Ability to quickly and effectively solve problems and adapt to changing circumstances
• Ability to prioritize workloads and pivot quickly, as needed
• Comfortable in both offering and receiving constructive feedback and suggestions
• Proficiency in using various software and tools for scheduling, communication, research, and organization is beneficial; must be familiar with Microsoft Outlook and Asana, or similar project management tools
• Valid Driver’s license and passport

The typical schedule is Mon-Fri, 8am–5pm with the flexibility to be on-call 24/7. Salary DOE ($125K-$175K). 10 Paid Holidays, 10 Paid Vacation Days & 5 Sick Days, Mileage Reimbursement, Health, Dental, Vision, Life ST & LT Disability Insurance, Health FSA, Dependent Care FSA, Charitable Matching and 401(k) retirement plan.