Personal Assistant to Director

Job Title: Personal & Executive Assistant to the Principal – Family Business

Position Overview

We are looking for a highly trusted, discreet, and highly organized Personal & Executive Assistant to provide comprehensive support to the Principal and the family's business operations.

This is a high-trust, high-visibility role that goes beyond traditional administrative support. The successful candidate will serve as the Principal's key right hand, managing a combination of executive coordination, business administration, personal matters, family-related arrangements, and day-to-day priorities.

The role requires someone who is proactive, resourceful, highly responsive, and comfortable working with a successful business owner and family. The ideal candidate can anticipate needs, manage sensitive information with complete discretion, and ensure that both business and personal matters are handled efficiently.

Key Responsibilities

Executive & Business Support

• Manage the Principal's calendar, appointments, meetings, travel, and daily priorities.
• Coordinate meetings with business partners, clients, suppliers, executives, and other key stakeholders.
• Prepare meeting materials, presentations, reports, correspondence, and other documents as needed.
• Follow up on action items and ensure important commitments and deadlines are tracked.
• Coordinate with internal teams, external partners, and service providers on behalf of the Principal.
• Assist in monitoring selected business initiatives, projects, and operational matters.
• Handle confidential business information and sensitive communications with a high level of discretion.
• Serve as a trusted point of contact between the Principal and key stakeholders.

Personal & Family Support

• Manage personal appointments, schedules, reservations, travel arrangements, and other personal commitments.
• Coordinate family-related activities, events, appointments, and logistics when required.
• Assist with household, property, vehicle, or other personal administrative matters.
• Coordinate with household staff, drivers, vendors, contractors, and service providers as needed.
• Handle personal purchases, bookings, deliveries, and other ad hoc requests.
• Ensure that personal and family requirements are organized and completed on time.

Travel & Lifestyle Coordination

• Arrange domestic and international travel, including flights, hotels, transportation, itineraries, and reservations.
• Coordinate business trips and personal/family travel.
• Research and arrange restaurants, events, activities, and other lifestyle requirements.
• Ensure travel plans and schedules are seamless and well-coordinated.

Administrative & Project Support

• Maintain organized records, documents, contacts, schedules, and important information.
• Prepare expense reports, payment requests, and other administrative documentation.
• Conduct research and provide recommendations when requested by the Principal.
• Assist with special projects and family business initiatives.
• Take ownership of urgent or last-minute requests and find practical solutions quickly.
• Perform other duties and responsibilities that may be assigned by the Principal.

Qualifications

• Bachelor's degree preferred.
• 5+ years of experience as an Executive Assistant, Personal Assistant, Executive Secretary, Chief of Staff, or similar role.
• Experience supporting a business owner, entrepreneur, C-suite executive, high-net-worth individual, or family business is highly preferred.
• Strong experience in calendar management, travel coordination, meeting coordination, and executive administration.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills in English.
• Highly proficient in Microsoft Office / Google Workspace and other productivity tools.
• Comfortable handling confidential and sensitive information.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Willingness to handle both business and personal matters as required.

Ideal Profile

We are looking for someone who is:

• Highly trustworthy and discreet
• Proactive rather than purely task-driven
• Highly organized and detail-oriented
• Comfortable working with a demanding and fast-paced Principal
• Able to anticipate needs before being asked
• Resourceful and solution-oriented
• Flexible with changing priorities
• Polished and professional when dealing with VIPs and senior stakeholders
• Comfortable handling both executive and personal responsibilities
• Able to maintain clear boundaries while being highly service-oriented
• No task is too small, but can also handle high-level responsibilities.

What Makes This Role Different

This is not a traditional administrative assistant role. The successful candidate will become a trusted extension of the Principal, supporting both the family's personal requirements and the day-to-day needs of the family business.

The role is ideal for someone who enjoys being the person who makes things happen — whether that means coordinating an executive meeting, arranging international travel, following up with a business partner, managing a family event, resolving an urgent logistical issue, or ensuring that an important commitment does not fall through the cracks.