Multi-Staffed Peninsula Family Seeks Executive Level Personal Assistant

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 401kChildren: 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 offJOB 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 updatesQUALIFICATIONS7+ 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-PeninsulaPERSONAL ATTRIBUTESAn 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