A well-established company is seeking a Personal Executive Assistant to join the team. This is a highly organized and proactive role providing comprehensive support across both personal and professional operations for a Director of Corporate Philanthropy, including managing schedules, coordinating travel arrangements, organizing events, managing household needs, and assisting with business matters. The Personal Executive Assistant is responsible for advancing philanthropic initiatives as well, including coordinating donations, facilitating events, and supporting community outreach programs. The ideal candidate will have previous experience with a High-Net-Worth Private Family office.

Salary: $30-45/hr
Location: Houston, TX
Type of Position: Contract

Responsibilities:
Administrative Support

• Create, update, and manage business and personal calendar items, appointments, and schedules, ensuring all events, either personal or business, are planned and coordinated in a timely manner.
• Handle correspondence, emails, and phone calls, responding on behalf of the Principal when necessary.
• Organize and maintain files, records, and documents, ensuring confidentiality at all times.
• Complete and submit credit card authorization forms and execute contracts as needed.
• Ensure invoices (e.g., catering, travel, gifts, other) are paid in a timely manner.
• Prepare agendas, presentations, and transcribe meeting minutes.
• Assist in preparing reports, tracking budgets, and maintaining logs (e.g., holiday gifts, donations).
• Stay updated and well informed about ongoing Company and Principles' initiatives.
• Attend meetings and take and transcribe notes and follow up on action items.
• Develop processes and procedures to help with scheduling and daily routines.
• Ability to research and assimilate categorized data into a digestible and workable format.
• Help maintain the family calendar, including managing children's schedules, extracurricular activities, and appointments.
• Coordinate and ensure the smooth running of household operations, including making or canceling appointments as needed.
• Support with other ad-hoc needs as required, from special events to operational tasks.

• Work with travel agent to plan, book, and coordinate all aspects of domestic and international travel, including flights, accommodations, itineraries, insurance and ground transportation, ensuring travel is streamlined and provides for a smooth experience.
• Arrange car services for all family members and ensure reliable transportation for daily needs.
• Arrange reservations for the family's other residences, ensuring all family members' needs are accommodated.

• Assist with, planning, organizing and managing events, gatherings, dinners, and special occasions, including private dinners, birthday parties, and holiday celebrations. Confirm attendance of invitees for events and liaise with them as necessary.
• Assist with event coordination, liaising with vendors, ensuring event logistics are handled seamlessly, and overseeing the execution of the family's social calendar.
• Make lunch and dinner reservations for the Principal at preferred restaurants and coordinate details with restaurant contacts to ensure smooth execution.

• Assist and support the Principal and Community Relations Manager as needed with fundraising events, charity galas, and community outreach programs, ensuring seamless logistics and execution.
• Assist with making inquiries about sponsorship levels for charity events, work with the philanthropy lead to submit check requests, and communicate guest list details.

• Manage household contractors, schedule services as agreed upon by homeowners, and pay invoices for service providers.
• Be present to let vendors in if the housekeeper is unavailable.
• Assist with office-related tasks, such as payroll processing, coordinating deliveries, and vendor communication.
• Assist in the hiring, training and managing of in-home employees (i.e., Housekeeper).
• Works with Estate manager and house/property manager to ensure maintenance services are scheduled and other services.
• Will work with either estate manager or preferred security group to schedule security needs at house, when needed.
• Will help keep the property maintenance and housekeeping checklist up to date.

• Manage personal shopping requests, including clothing, gifts, and other personal items.
• Run errands as requested, including coordinating deliveries and returns, purchasing gifts, or managing family-related purchases.
• Coordinate employee gift orders and deliveries, liaising with the company's office services team to ensure smooth delivery logistics.

• Maintain a high level of confidentiality and discretion regarding family matters, finances, and private information.
• Coordinate security arrangements for family members when necessary, including at home, while traveling, or attending events.

• 5+ years of experience as a Personal Assistant or Executive Assistant for a High Net Worth / Private Family Office. Experience working with charitable/philanthropic organizations is a plus
• A bachelor's degree is preferred, though equivalent experience is considered
• Exceptional organizational and time-management skills
• High attention to detail and ability to multitask in a fast-paced environment
• Strong verbal and written communication skills
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software
• Knowledge of event coordination, and household management systems
• Discretion and the ability to maintain confidentiality at all times