Executive Assistant to High-Net-Worth Family Office

Executive Assistant (High Net Worth Family Office)

Location: South Miami, FL (On-Site)

Reports To: Chief of Staff

FLSA Status: Exempt

Compensation: $125,000 – $175,000 base salary (commensurate with experience and qualifications), plus discretionary annual bonus

Recruitment Firm: Core Business Resources Inc. dba CBRhr

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POSITION OVERVIEW

A highly established and discreet High Net Worth Family Office in South Miami is seeking an Executive Assistant to provide sophisticated administrative and operational support to the Principal and Chief of Staff.

This role operates within a highly integrated environment where business operations, estate management, and personal affairs function as a unified portfolio. The Executive Assistant must be comfortable in a fast-paced setting where priorities shift and a high level of responsiveness and adaptability is essential. While after-hours matters are typically infrequent, the role requires flexibility and the ability to be available in person for time-sensitive or estate-related needs.

The position sits at the center of executive operations and estate coordination, regularly interfacing with senior executives, professional advisors, vendors, and high-profile stakeholders across the Principal’s business, estate, and philanthropic activities.

The successful candidate will demonstrate exceptional discretion, sound judgment, anticipatory thinking, and the ability to manage multiple priorities within a highly confidential environment. This individual serves as a trusted gatekeeper and extension of leadership, ensuring seamless coordination across the Principal’s professional and personal operations.

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FAMILY OFFICE ENVIRONMENT

This dynamic and relationship-driven family office supports a Principal with diverse business investments, real estate holdings, and philanthropic initiatives.

The environment combines structured planning with highly reactive operational needs, requiring the Executive Assistant to manage multiple requests, coordinate communications, and respond quickly to time-sensitive matters.

The office culture emphasizes:

• Professional discretion
• Loyalty and accountability
• Precision and reliability
• Long-term relationship building
• Operational excellence

Confidentiality, professionalism, and trust are foundational expectations for this role.

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KEY RESPONSIBILITIES

Executive and Strategic Administrative Support: Provide high-level administrative and operational support to the Principal and Chief of Staff.

• Exercise sound judgment in managing priorities and resolving routine operational matters, while escalating higher-impact decisions to the Chief of Staff.
• Screen, prioritize, and manage inbound and outbound communications with strong executive discretion, escalating urgent or time-sensitive matters as appropriate.
• Transcribe voicemail messages and maintain a detailed call log to ensure accurate documentation and timely follow-up.
• Prepare meeting materials, briefing documents, and background research in advance of meetings.
• Maintain and regularly update a comprehensive contact and relationship management database.
• Draft and edit professional correspondence, reports, and executive documentation.
• Safeguard confidential business and personal information at all times.

Calendar, Scheduling, and Travel Management: Manage complex schedules involving business, investment, estate, and personal commitments.

• Coordinate and maintain dynamic executive calendars, scheduling business meetings, personal appointments, reservations, and private engagements.
• Anticipate scheduling conflicts and proactively resolve competing priorities.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Manage travel logistics between airports, residences, offices, board meetings, and private events.
• Executive travel support is typically coordinated remotely; travel with the Principal is rare and only required in exceptional circumstances.
• Prepare detailed travel itineraries and supporting documentation for the Chief of Staff review.

Vendor, Estate, and Property Coordination: Support operational coordination of estate and property matters under the direction of the Chief of Staff.

• Coordinate and oversee estate-related projects (e.g., landscaping, property improvements, and maintenance initiatives) from vendor engagement through completion, providing regular updates to the Chief of Staff.
• Serve as the primary point of contact for vendors, contractors, and service providers supporting offices and estate properties.
• Schedule and coordinate routine maintenance, repairs, and service appointments for offices and …