Job Summary

The Executive Assistant role is for a highly capable, discreet, and service-oriented Executive Assistant to support the CEO/Lead in both corporate and private capacities. This is a dual-role position, serving as a trusted partner within Menarco, a values-driven real estate firm, and a newly established Family Office focused on stewardship, governance, and legacy. This person brings the foresight of a Manager/Chief of Staff, the precision of a corporate EA, and the heart of a dedicated family steward.

She will serve as a key point of coordination across high-level corporate matters, family governance, travel, events, home operations, and elder care. This role requires a rare blend of integrity, empathy, decisiveness, and maturity, with the ability to anticipate needs, manage sensitive matters, and protect time and headspace for the CEO and her family.

Core Functions

Family Office and Governance Support
Provide executive support on Family Office matters with utmost confidentiality
Coordinate and document meetings with family board members and external advisors
Assist with implementation of family governance systems, asset documentation, and succession protocols
Organize family retreats, visioning sessions, and milestone celebrations
Elder Care and Family Support
Coordinate medical appointments, wellness schedules, and household staff for elderly parents
Liaise with doctors, caregivers, and therapists
Maintain organized records of medications, care plans, and expenses
Anticipate needs and support a dignified, peaceful quality of life for the elders
Household & Residence Oversight
Supervise household staff schedules, performance, and training
Oversee vendors and maintenance for family residences
Organize household procurement and ensure smooth day-to-day home operations
Assist in hiring and onboarding domestic personnel as needed
Travel and Itinerary Management
Coordinate international and domestic travel, including flights, accommodations, visas, and schedules
Design detailed, seamless itineraries for work and leisure, with cultural or wellness sensitivity
Follow up on post-travel reimbursements, thank-you gifts, and documentation
Events and Hospitality
Plan and coordinate private events, home dinners, and milestone celebrations
Curate venues, menus, entertainment, and guest communications
Oversee execution with grace, detail, and foresight
Finance, Payments, and Purchasing
Manage petty cash, reimbursements, and family-related payments
Coordinate bill payments and track budgets with transparency and accuracy
Maintain financial logs and liaise with accountants or legal advisors as needed
Menarco Executive Assistance
Manage CEOs records, agendas, and follow-ups across the Menarco leadership team
Prepare briefing documents, reports, and minutes as needed
Serve as liaison between the CEO and internal/external stakeholders
Protect CEOs time and focus through gatekeeping, triage, and delegation when needed

Education & Experience

Minimum 5 years of experience as a high-level Executive Assistant, Chief of Staff, or Private Office Manager, preferably in a family office, legal, or executive setting
Legal, administrative, or finance training is highly valued
Proven discretion in handling sensitive personal, financial, and medical information
Excellent organizational and written communication skills
Ability to multitask across competing priorities with calm, grace, and good judgment
Strong digital literacy: GSuite, MS Office, Zoom, Pages, Excel, and basic tech troubleshooting; can operate apps like Canva and Airbnb