Executive Personal Assistant - Kaplan Group of Companies : Job Details

Job Type: Full-time

Salary: Commensurate with experience

Job Description

A private family office Principal seeks a dedicated, detail-oriented, and highly organized Personal Assistant to support daily personal and professional needs. This full-time role requires proactive problem-solving, impeccable organizational skills, and a strong commitment to delivering high-quality support.

Responsibilities include:

• Property & Home Management
• Coordinate / research household needs, including managing housekeepers, and other maintenance providers.
• Ordering of home supplies through Amazon and other vendors.
• Address tenant inquiries for rental property
• Potential home rehabilitation projects assistance.
• Vehicle and boat upkeep and maintenance oversight.

• Travel Planning
• Organize and research both business and personal travel, incl. vacations.
• Arrange all travel logistics such as hotels, flights, ground transport, dining reservations, and ticket bookings.

• Scheduling & Calendar Management
• Manage schedule, including appointments, lunches, and calls.
• Coordinate events, reservations, and social engagements.

• Community & Philanthropic Organizations Support
• Family Charitable Foundation
• Home Owner's Associations
• Business Network Organizations
• Charitable Organizations Board Positions Support

• Gift Sourcing and Personal Shopping
• Research, source, and manage purchasing gifts, personal items, and household needs.

• Administrative & Office Support
• Organize and maintain office files, both digitally and in paper format; declutter and streamline storage.
• Implement office cloud file organization and basic data automation for improved efficiency.
• Support basic administrative tasks, including expense tracking and personal budgeting.

• General Support
• Provide basic tech support, assisting with devices such as laptops, smartphones, and tablets.
• Perform errands as needed, from personal shopping to coordinating with service providers.

Requirements:

• Language Skills: Proficient in English and Spanish
• Communication: Strong written skills for drafting personal and business communications.
• Technical Proficiency: Skilled in Microsoft Office (Outlook, Word, Excel) and PDF software
• Experience: Minimum 6 years in a personal or executive assistant role.
• Education: Minimum Bachelor's Degree
• Personal Vehicle: Valid driver's license with a clean driving record.

Benefits:

• Pension Plan
• Health Insurance Benefits
• Vacation Time + Holidays Off

Other Details:

• Location: Near Downtown Miami (Museum Park/Performing Arts area).
• Paid, covered parking and gym access provided.
• Background Check: Required.

To apply, please submit a resume and cover letter.