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Aunt Ann’s In-House Staffing’s Client
Location: Los Altos CA
Job Type: Full Time
Category: Estate Staff
Position: Multi-Staffed Peninsula Family Seeks Executive Level Personal Assistant
Schedule: Full time
Salary Amount or Range: $160-$180K DOE with full medical dental vision and 401k
Children:
Pets:
Bay Area Region: South Peninsula
Description
EXECUTIVE PERSONAL ASSISTANT TO THE PRINCIPALS (Local Candidates only)
| Private Family Office | San Francisco Bay Area
Reports to: Principals
Peers: Director of Residences, Director of Properties & Projects, CFO — a flat, expert-led structure in which each leader owns their domain
Key partners: Director of Residences, personal shopper and stylists, family medical providers, CFO office
Location: Mid-Peninsula, San Francisco Bay Area — hybrid
Classification: Full-time, exempt
Compensation: $160,000 – $180,000 base salary, plus 20% target performance bonus; comprehensive benefits including family medical/dental/vision, 401(k) with 3% safe harbor contribution, and paid time off
JOB OVERVIEW
The Executive Personal Assistant fully owns the principals’ personal domain: their calendars and the children’s, all family travel, medical and wellness coordination, personal styling and fittings, correspondence, and personal administration. This is not a support role inside someone else’s program — it is one of four expert-owned domains in a deliberately flat structure, reporting directly to the principals alongside the Director of Residences, the Director of Properties & Projects, and the CFO.
The right candidate runs their domain like an operator: they build the systems, make the judgment calls, close every loop, and are the single accountable owner for the personal side of a prominent family’s life. The role demands complete discretion, exceptional anticipation, and comfort operating with significant autonomy at the principals’ side.
KEY RESPONSIBILITIES
Calendars — Principals & Children
- Own the principals’ personal calendars end to end: scheduling, confirmations, conflicts, and daily look-ahead briefings
- Coordinate with the principal’s corporate CEO office so personal and professional calendars stay synchronized, owning the personal side of that seam
- Own the children’s calendars: school dates, activities, lessons, camps, appointments, and celebrations, coordinated with the childcare team through the Director of Residences
- Maintain the family calendar as the single source of truth, syncing household implications with the Director of Residences so staffing, meals, and childcare always match the day
Travel
- Plan and book all personal and family travel: flights, ground transportation, accommodations, and full itineraries
- Prepare complete trip packages — reservations, contacts, contingencies — and manage changes in real time while the family is traveling
- Coordinate destination advance work, and partner with the Director of Residences on packing and staff travel
Medical & Wellness Coordination
- Own the logistics of the family’s medical and wellness care: scheduling appointments and specialists, managing referrals, and coordinating records between providers
- Coordinate prescriptions, renewals, and travel-medical preparation for family trips
- Serve as the family’s administrative point of contact with medical providers and any retained medical-concierge program, with strict confidentiality
Styling, Wardrobe & Personal Purchases
- Coordinate personal styling: stylists, fittings, alterations, and event wardrobe timelines for the principals
- Partner with the family’s personal shopper on purchases, returns, and wardrobe management
- Manage personal purchases and returns generally, with clean expense documentation reconciled through the CFO office
Correspondence & Personal Administration
- Manage personal correspondence, invitations, RSVPs, and thank-yous with judgment and polish
- Own gifting for family, friends, and staff — occasions tracked, gifts sourced, nothing missed
- Handle personal administration: renewals, memberships, subscriptions, records, school paperwork, and family filings
- Run discrete personal projects for the principals from request to completion, with proactive status updates
QUALIFICATIONS
- 7+ years supporting UHNW principals or C-suite executives with full ownership of calendar, travel, and personal affairs — not shared-desk support
- Demonstrated experience coordinating medical logistics, styling, or comparable high-touch personal services with discretion
- Track record managing complex, frequently changing family travel with poise
- Excellent written communication for correspondence handled on the principals’ behalf
- Strong systems habits: task tracking, documentation, and follow-through without reminders
- Valid driver’s license; based within practical daily reach of the mid-Peninsula
PERSONAL ATTRIBUTES
- An owner, not an order-taker — builds and runs their domain with minimal direction
- Absolute discretion and confidentiality, including sensitive medical and family matters
- Anticipatory and resourceful; solves problems before they surface
- Meticulous under time pressure; a closed-loop communicator
- Warm, low-ego presence with the family, children, and fellow domain leaders