1000+ Best check Jobs in Miami, Florida (May 2026) - page 4

Full-Time Executive Personal Assistant with House Manager duties

2 days ago

Coral Gables

Job Title: Full-Time Live-Out Executive Personal Assistant with House Manager duties Reporting to: The Principals Start: ASAP Location: Coral Gables, FL (Must already be locally based; the role is on-site at the residence) Hours: Core schedule: Monday through Friday; business hours, typically 9am-5pm; must be flexible, including flexible to work occasional weekends, and be responsive after hours (e.g. when they are traveling in different time zones and for urgent matters) Salary: $150,000 - $180,000 per year, dependent on experience Benefits: Medical stipend, PTO days, sick days, and main federal holidays; must be flexible to work holidays if needed, in which case, will be given a floating day off; plus, a discretionary yearly increase and bonus The Family: Husband and wife, with adult children Pets: No pets, however, pets are occasionally present when family visits The House: Large home, plus a guest house The Staff: 1-2 housekeepers, one maintenance person, their family office, the husband’s Executive Assistant, and various external vendors and third parties Travel: Minimal domestic travel required Key Responsibilities* Please find your primary responsibilities outlined below: *Please note the below list is not exhaustive. General Administrative • Preparing appropriate, efficient and timely responses to all the principal’s requests, whether made in person, electronically or otherwise, • Assisting with special projects and conducting research as needed, including sourcing products or services, gathering information, coordinating logistics, and supporting the implementation and follow-through of household or family initiatives as requested, • Managing access to employer by screening, drafting, and issuing correspondence on their behalf, • Efficient and complex calendar planning, ensuring principal is aware of all appointments and is fully prepared, • Coordinate with the husband’s Executive Assistant to ensure schedules are aligned and conflicts are avoided, • Providing reminders for key dates throughout the year (e.g. birthdays, anniversaries, medical checkups, etc.), • Gift suggestions, purchasing and wrapping; tracking all sent items, • Coping with last minute changes/requests, working to pre-empt and resolve potential scheduling conflicts, • Ensuring availability and flexibility, including managing last minute requests beyond office hours, over the weekend and holidays Day to Day Management • Sourcing and overseeing vendors (e.g. plumbing, electricians, maintenance workers, etc.), suppliers (e.g. florists, dry cleaners, etc.), contractors (for major repair and renovation projects) and various appointments, • Maintaining excellent relationships with suppliers, vendors, etc., • Oversight of household systems: HVAC, electrical, smart home technology, and more, • Act as point of contact for their cyber security firm (tech fluency is a plus), • Proactively troubleshoot and resolve household issues where possible, assessing situations and implementing practical solutions before escalating to or engaging external vendors, • Preventative maintenance with a special eye on the unique needs of an oceanfront estate, • Ensuring all maintenance contracts are negotiated, documented, stored and well monitored and maintaining an up-to-date supplier list, • Good knowledge of household maintenance and servicing needs (interior and exterior), • Oversight of all deliveries, internal renovation projects and general maintenance of the residence; making the principals aware of any necessary repairs or purchases, • Monitoring the progress of projects, to ensure that they are being prioritized in accordance with the principal’s wishes and that outcomes are being reached in a satisfactory time scale and to the standard expected SOPs • Creating and implementing property and household S.O.P.’s and maintaining/updating as needed, • Ensuring the principals’ standards are well documented Asset Maintenance & Oversight • Maintain an accurate inventory of household assets, including furnishings, equipment, appliances, and vehicles, • Schedule and track routine maintenance (e.g., car washing, oil changes, seasonal service) and ensure all assets remain in optimal condition, • Coordinate professional servicing as required (oil changes, other maintenance), • Keep detailed records of asset upkeep and ensure timely follow-up on maintenance needs, • Ensure registrations and insurances are up to date and renewed Family Assistance • Monitoring deliveries and arranging returns, • Assisting with service during events and family gatherings, • Managing incoming mail, including sorting and organizing correspondence, discarding unsolicited items, and scanning, categorizing, and filing documents in accordance with household preferences, • Personal shopping and errand running; to include the shopping for the home, managing household inventory; ensuring all dry-cleaning items are collected and returned in a timely manner (to be carried out collaboratively by this role, either independently or in coordination with the housekeepers), • Flagging any unexpected visitors when principals are not in residence, maintaining a list of permitted and not-permitted guests and handling as appropriate, • Approaching work with a ‘never having to ask’ attitude – proactively completely jobs and pre-empting the family’s needs Staff Supervision/ Management • Overseeing and managing all staff and third-party vendors, • Onboarding and training staff, • Forging relationships and becoming a trusted ‘go to’ person when needed – to ensure the principals do not have to manage any staff or third-party vendors Accounts & Bill Pay • Keeping a record of all household expenses, • Maintain organized records of charitable contributions and all relevant tax documentation throughout the year, ensuring materials are accurately tracked and readily available for tax season, • Assisting with household and/or other bill pay as requested, plus handling any questions/disputes with vendors, • Liaise with the family office, ensuring all bills/invoices are paid, • Reconcile credit card statements, • Electronically filing/ organizing all financial documents efficiently, providing the appropriate team member with the relevant documents required when requested Primary Point of Contact • Ensuring excellent property security, serving as a point‐of‐contact for all emergencies and urgent questions Inventories and Guest Arrival • Purchasing of all perishable and non-perishable items, and prepare living and outdoor spaces to the principals’ specifications for their or guest arrival – coordinating with the household staff to complete or can be instructing others Travel & Event Planning • Coordinating commercial and private family travel: flights, accommodations, detailed itineraries, reservations, and ground transportation with the principals (they do not rely on travel agents), • Research, curate, and present thoughtfully considered travel options, including detailed logistics and personalized recommendations, to create exceptional travel experiences aligned with the principal’s preferences and expectations, • Maintain and update family calendars with social engagements, appointments, and travel plans, • Planning and coordinating events of all sizes, from intimate family dinners on-site to large functions requiring coordination with event planners and vendors, • Some events will require on-site execution Requirements: • Legally able to work within the United States, • A valid drivers’ license, and must have own car to get to/from work (will have access to a house vehicle for work purposes), • Must have a clean drivers’ license, • Must live within reasonable commute distance to Coral Gables, FL, • Related experience working in a similar role for a HNW private family in their residence, • Must have experience sourcing vendors/contractors and overseeing major renovations, • Strong preference for candidates with completed bachelor’s degree, • Must be tech savvy (MS Office, Google Docs, AI, smart home systems, etc.), • Must be highly proficient in Excel spreadsheets and creating charts, • Excellent verbal and written communication skills, • Excellent references required, • Clean background check (criminal, driving record), • Confidentiality/non-disclosure agreement

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