Multi-Staffed Peninsula Family Seeks Executive Level Personal Assistant

Apply Now

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

Apply Now