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
