Job Description

Executive Personal Assistant

We are seeking a self-motivated, organized, and detail-oriented professional with experience supporting high-profile individuals and families to serve as an Executive Personal Assistant (EPA). This role requires someone who excels in both traditional and non traditional tasks while also anticipating and addressing unspoken needs and responsibilities. The ideal candidate will demonstrate initiative, have a strong ability to multitask, and consistently prioritize tasks with exceptional attention to detail, tidiness, and neatness.

The EPA will operate in a dynamic and unique environment, often executing tasks while the Principal is on calls. Active listening, discretion, and professionalism are essential, as the role involves handling highly confidential information. The EPA will also take pride in maintaining an impeccably organized workspace and systems to ensure everything runs smoothly and efficiently.

The Employer

The Principal is a business owner, investor, and strategic advisor to investment institutions, family offices, and sovereign entities across Europe, the Middle East, and Southeast Asia. He currently serves as the Executive Chairman of a US-based business group with operations spanning technology, logistics, VIP experience management, network intelligence, healthcare, and marketing.

Your role is situated within the Office of the Chairman, led by the Chief of Staff, whom you will report to and closely support.

This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. The employee will be required to follow any other job-related instructions and to perform any other job-related duties. Open communication and feedback with the Principal is encouraged, especially as the job evolves.

Responsibilities

Calendar & Travel Management

• Manage a dynamic, multi-time zone calendar that includes business meetings, personal appointments, family routines, and travel coordination

• Organize and support international and domestic travel: oversee itineraries, packing preparation, hotel and activity planning, and ensure essentials like clothing and medications are accounted for across trips

• Conduct regular check-ins (morning and/or afternoon) to align on daily priorities, upcoming commitments, and evolving needs

• Support the team in advance of meetings or social events with briefing notes, background research, and logistical details

Personal & Family Support

• Act as a trusted point of contact between the principal and their network

• Assist with planning and executing family-focused gatherings, such as dinners, celebrations, or holidays

• Provide structure and a sense of continuity in the home when the principal is traveling or away for extended periods

• Maintain frequent and clear communication to ensure alignment across all routines and responsibilities

• Collaborate with staff supporting immediate family members to ensure seamless coordination and shared priorities

Household & Lifestyle Management

• Oversee household tasks, coordinating with domestic staff, and managing maintenance, construction, or design projects

• Handle personal shopping requests, from groceries and clothing to special items, ensuring preferences and quality standards are met

• Collaborate on meal planning, dietary restrictions, and coordinating meal deliveries or personal chef services

Gifting & Social Relationship Management

• Curate thoughtful, high-quality gifts that reflect the recipient’s preferences, cultural considerations, and the principal’s brand image

• Maintain a detailed record of past gifts, important dates, and individual preferences to ensure a personalized and consistent approach

• Proactively manage the principal’s social network by tracking key relationships, milestones, and engagement opportunities

• Facilitate connections and follow-ups to strengthen both personal and professional relationships

Board Governance Support

• Assist in the coordination and scheduling of board meetings, committee meetings, and related events

• Prepare and distribute agendas, briefing materials, and background documents to board members in advance of meetings

• Record meeting minutes with precision, track action items, and follow up to ensure timely completion

• Maintain organized records of board decisions, policies, and governance documents for easy reference

• Monitor governance timelines and remind the principal and board members of required actions or compliance deadlines

Communication & Administrative Support

• Draft, edit, and manage personal and professional correspondence, ensuring tone and voice alignment at all times

• Monitor and manage multiple email accounts (Gmail, Outlook), prioritizing, flagging, and handling communication as appropriate

• Keep digital files, contact lists, and notes well-organized, updated, and easily accessible

• Assist the Chief of Staff with project management, tracking deadlines, and following up with executives and vendors and work to develop SOPs for the Office of the Chairman.

• Maintain accurate financial records, assist with budgeting, bill payment, and expense tracking while ensuring strict financial privacy

Technology, Data & Confidentiality

• Exceptionally tech-savvy, with the ability to master emerging tools and systems to improve efficiency and decision-making

• Ensure secure data management by completing backups, developing filing and retrieval systems, and recording meeting discussions for historical reference

• Conserve the principal’s time by reading, researching, routing correspondence, drafting documents, collecting and analyzing information, and initiating communications

• Exercise the highest level of discretion in handling personal matters, sensitive information, and confidential communications

Additional Duties & Special Projects

• Anticipate needs and offer proactive solutions before they’re requested

• Carry out additional duties and assist with special projects as assigned

Work Hours & Flexibility

• This is a full-time role with core daytime working hours, though responsibilities may often extend beyond standard business hours depending on the needs of the executive and the company. A high level of flexibility and availability is expected.

• You will be required to work outside of a traditional office setting, including supporting the executive while on the go, from the home office, and occasionally accompanying during travel.

• Must be available for last-minute schedule changes, travel needs, or event coordination, often requiring after-hours availability.

• A proactive approach to handling tasks in real time, even in dynamic, fast-paced environments away from a computer or outside the office, is critical to this role.

• Must be reliable, reachable at all times, and able to respond quickly to urgent tasks.

• Over time, you will develop the awareness and discretion to manage your own schedule and work location, aligning your availability with the established rhythms of the role particularly when your superiors are traveling or during predictable high-demand periods.

Priority will be given to candidates who are available nights and weekends and can provide the flexibility required to meet the demands of this role.

Qualifications

• Bachelor’s degree preferred, but not required.

• Minimum of 3-5 years of experience as a Personal, Executive and/or Administrative Assistant, Secretary, or in a similar role.

• Proven experience supporting senior executives, entrepreneurs, or public figures in either personal or executive assistant roles

• Exceptionally tech-savvy, with an advanced ability to leverage emerging tools, platforms, and systems to drive efficiency and innovation at every level.

• Excellent verbal and written communication skills, capable of composing messages that reflect the principal’s tone and style

• Highly organized with a keen eye for detail, able to maintain accuracy and calm even in fast-paced situations

• Skilled at juggling multiple communication channels across both personal and professional contexts

• Comfortable and proficient with technology platforms such as Apple Calendar, Google Workspace, and Outlook

• Dependable, discreet, and adaptable to the dynamics of a family-oriented household

• Holds a valid driver’s license and has access to a personal vehicle (vehicle stipend provided)

• Open to occasional travel when required, with sufficient advance notice

Who We Look for

• You remain composed and steady, bringing a sense of calm and focus even during unpredictable moments

• You quickly identify what needs to be done and confidently take the initiative to act

• You think in terms of systems, enjoying the process of creating order, efficiency, and smooth workflows

• You respect the privacy of the family while knowing when to stay in the background or step forward as needed

• You’re an attentive listener, a keen observer, and meticulous when it comes to taking notes

• Your emotional intelligence allows you to intuitively protect and support those around you

• You’re resourceful, proactive, and quietly confident, helping others feel comfortable and supported

• You excel in a well-rounded role that balances managing calendars and emails, handling personal errands, maintaining regular communication with the principal, and overseeing household details

• You have an almost unstoppable drive to keep going until the job is done, and then make it even better

• You embrace technology, making data-driven decisions and seeking innovations that improve processes and outcomes

Benefits

• Compensation will be competitive and aligned with your level of experience

• Performance-based bonus eligibility

• Medical, dental, and vision insurance

• 401(k) participation

• Discretionary travel and special project opportunities as needed

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities listed above are essential job functions and requirements and are subject to possible modification to accommodate individuals with disabilities reasonably. To perform this job successfully, the incumbent will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Equal Opportunity Employer

Evolve Tech LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.