Overview
Executive/Personal Assistant to CEO and Family Jobs in Miami, FL at Pocketbook Agency
Title: Executive/Personal Assistant to CEO and Family
Company: Pocketbook Agency
Location: Miami, FL
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.
