Personal / Executive Assistant — Role Overview
Trusted right hand to the principal, providing comprehensive administrative, lifestyle, and operational support to the principal and family. Serve as a central coordination hub across personal and business priorities for a principal leading two businesses—managing complex scheduling, travel, payments, and multi-household operations while coordinating and scheduling meetings, calls, and events. Liaise with multiple internal and external teams, vendors, and personal staff to ensure alignment and efficiency. Known for maintaining discretion, anticipating needs, and driving seamless execution in a fast-paced environment. This role will vary in hours but primary hours will be M-F from 8am-5:30pm/6pm with the need for occasional assistance after hours in the form of a call or text. Work week will be a combination of working in person as well as remotely and running errands as required. This role is for a private client and his family (partner and daughter). There is a dog in the home as well as an amphibian. Salary DOE. Priority will be given for candidates who live locally on Oahu but the client will consider relocation for the perfect person.
Core Responsibilities
Executive & Administrative Support:
Manage calendars for the principal and family, ensuring alignment between business and personal commitments
Coordinate meetings, calls, and logistics across internal teams and external partners
Serve as the liaison between the principal, business teams, and external parties (for both business and personal matters).
Track priorities, action items, and follow-ups to ensure timely execution
Household & Family Management:
Oversee scheduling and logistics for family members, including school calendars, activities, and appointments
Coordinate personal appointments for principal and family (medical, wellness, beauty, etc.)
Ensure all family calendars remain synchronized and up to date
Support day-to-day household needs, coordinating errands and task completion with runner and staff
Financial & Operational Coordination:
Review and reconcile credit card statements and expenses
Facilitate bill payments and occasional reimbursements
Coordinate with accounting and financial teams on wires, payments, and documentation
Travel & Logistics:
Plan and manage end-to-end travel arrangements (domestic and international; commercial and private)
Prepare detailed itineraries, confirmations, and travel documentation
Coordinate ground transportation, reservations, and on-site logistics
Lifestyle & Concierge Services:
Manage dining reservations, takeout coordination, and private dining experiences
Oversee online purchasing (household goods, apparel, gifts, etc.)
Coordinate business and personal gifting for holidays, birthdays, and special occasions
Source and manage vendors, services, and experiences
Property & Staff Coordination:
Liaise with estate managers to support operations across multiple residences
Coordinate schedules and communication with household staff, including nannies, housekeepers, and runners
Partner closely with personal staff to ensure continuity and efficiency across households