The Opportunity

We are seeking an exceptional Personal Assistant / House Assistant to join a dynamic private family office in Palm Beach, Florida.

This is a unique hybrid role combining high-level residential administration, personal assistance, household operations, and travel logistics. At its core, we are looking for an exceptional administrator who can become the organizational backbone of the home side of a sophisticated private family office.

There is no ego in this role and very little "that's not my job."

We're looking for a true Jack/Jill-of-all-trades who gets genuine satisfaction from being useful, solving problems, creating order, and making life easier for the people around them.

The person who will thrive here is conscientious, meticulous, observant, warm, humble, service-oriented, and extraordinarily dependable. You naturally notice the detail others miss. You ask intelligent questions. You think ahead. You care about how something is done, not simply whether it gets crossed off a list.

Most importantly, you are joining a mission-driven, heart-centered family and team. We care enormously about excellence, but character matters just as much.

We want someone who is kind, grounded, adaptable, curious, hardworking, and excited to contribute to something greater than themselves.

What You'll Do

Residential Administration & Personal Support

A significant part of this position is serving as the administrative backbone of the family's residential operations. We are looking for someone who is genuinely strong administratively and takes pride in creating structure, maintaining accurate information, documenting processes, and keeping the many moving pieces of a complex household organized.

This person will help own the full scope of administrative functions on the home side, while also remaining flexible and willing to step into personal, household, travel, and special-project needs.

• Owning and maintaining household spreadsheets, trackers, records, and administrative systems.
• Creating, updating, and maintaining household manuals, procedures, reference materials, and documentation.
• Preparing, tracking, and reconciling expense reports and coordinating closely with the accounting and family-office teams.
• Organizing receipts, invoices, purchases, warranties, records, and other household documentation.
• Maintaining household inventories and ensuring information is accurate and current.
• Managing administrative processes related to vendors, household projects, deliveries, purchases, and ongoing needs.
• Maintaining organized digital and physical filing systems.
• Tracking deadlines, renewals, outstanding items, follow-ups, and important household information.
• Helping build and maintain Platform Nines as a central source of accurate estate and household information.
• Creating systems and processes where they don't yet exist and continuously improving those that do.
• Researching vendors, products, services, destinations, and solutions and presenting findings in a clear, thoughtful way.
• Coordinating appointments, reservations, deliveries, personal requests, and special projects.
• Capturing information and translating it into clear next steps, documentation, or action.
• Following through until requests are fully closed, not simply handed off.
• Anticipating what information or action will be needed next and proactively preparing for it.

We are looking for someone who loves administration and is exceptionally good at it. You should be the kind of person who can look at a complicated household operation and instinctively begin creating structure: What needs to be tracked? Where should this information live? What is missing? What needs to be documented? Who owns the next step? How do we make sure this never falls through the cracks again?

At the same time, this is a family environment, so the lines will occasionally blur. The right person is equally comfortable building a detailed spreadsheet, reconciling an expense report, updating a household manual, coordinating an aircraft movement, or rolling up their sleeves to help prepare a residence for the family's arrival.

The administrator is the foundation of this role. The willingness to help wherever needed is what makes someone exceptional in it.

Travel, Aviation & Logistics

A major strength in travel logistics and coordination would make someone particularly valuable in this role. The family travels frequently and operates in an environment that can include private aviation, commercial travel, multiple residences, team members, guests, ground transportation, luggage movements, and rapidly changing plans. Experience working with a family or principal who owns or regularly utilizes private aircraft would be a significant advantage.

• Assisting with private aviation logistics.
• Communicating with aviation operations teams, aircraft management companies, pilots, and flight attendants.
• Coordinating passenger details, departure information, manifests, catering needs, luggage, and other travel requirements.
• Creating and maintaining highly detailed itineraries.
• Coordinating commercial flights when necessary.
• Arranging ground transportation, drivers, airport transfers, and luggage vehicles.
• Confirming every component of a movement before departure.
• Communicating changes quickly and accurately to the appropriate people.
• Thinking through contingencies and backup plans.
• Supporting travel for the family, team members, and guests.
• Helping advance destinations and residences before the family's arrival.

We love someone with an air-traffic-controller brain: calm under pressure, methodical, logistical, able to see dependencies, and always thinking several moves ahead.

Residence & Household Support

This person will be an important additional set of eyes, ears, and hands within the family's residences.

• Assist with day-to-day household projects and requests.
• Help maintain beautifully organized spaces and systems.
• Maintain inventories and identify when items need to be replenished, replaced, repaired, or reorganized.
• Coordinate deliveries and vendors.
• Assist with household purchasing and sourcing.
• Help maintain standards across the family's residences.
• Learn the family's preferences and proactively anticipate needs.
• Help prepare and advance homes and destinations prior to arrival.
• Learn and support the family's packing and unpacking systems.
• Assist with arrivals, departures, and transitions between residences.
• Notice when something isn't right and take initiative to solve it.

The family has additional residences within the United States, so there may occasionally be opportunities to travel ahead of the family to ensure a home or destination is completely ready for their arrival. A natural eye for aesthetics, organization, presentation, and detail is a major plus.

Systems, Inventory & Estate Technology

We are continually looking for better ways to organize information and operate the family's residences. Experience with estate-management software, particularly Platform Nines, would be an exceptional advantage. If you have previously helped another family office or private household implement Platform Nines, build out its systems, manage information within it, or use it as part of daily estate operations, we would love to hear about that experience. Platform Nines experience is not required, but it would be a significant plus.

• How should this information be organized?
• Where should this live?
• Who needs access to it?
• How do we keep it current?
• What are we missing?
• How can we make this process easier the next time?

Technology & AI

Being technologically savvy is increasingly important in our world. We are especially interested in someone who is curious about technology and AI and enjoys figuring things out.

• Apple devices and ecosystems.
• Smart-home technology.
• Household technology troubleshooting.
• Productivity and organizational applications.
• AI tools and emerging technologies.
• Identifying opportunities to automate or improve repetitive processes.
• Helping the family and team adopt new tools in practical, useful ways.

You don't need to be an IT professional. You do need to be the kind of person who sees a technology problem and thinks, "I can figure this out."

Financial & Operational Support

Financial or bookkeeping experience would also be highly valuable. Depending on experience, responsibilities may include:

• Tracking household purchases and expenses.
• Organizing receipts and documentation.
• Assisting with expense reports.
• Maintaining accurate financial records.
• Coordinating with accounting or family-office team members.
• Reviewing invoices and ensuring information is routed appropriately.
• Maintaining organized records for household purchases, assets, and inventory.

Who You Are

Experience matters. Character matters more.

• Has extraordinarily high standards for their own work.
• Is meticulous without losing sight of the bigger picture.
• Notices details other people walk past.
• Naturally creates order and structure.
• Is conscientious and takes personal ownership of outcomes.
• Thinks ahead instead of waiting to be told every next step.
• Is observant and naturally curious.
• Asks thoughtful, intelligent questions.
• Is warm, kind, connected, and heart-centered.
• Is humble and genuinely low ego.
• Can take direction without becoming defensive.
• Receives feedback, applies it, and moves forward.
• Doesn't need credit to feel valuable.
• Is willing to roll up their sleeves and help wherever needed.
• Can shift gears quickly when priorities change.
• Remains calm when plans change at the last minute.
• Is highly discreet and understands the importance of privacy.
• Has a strong sense of personal responsibility.
• Is naturally service-oriented.
• Is hungry to learn and become better.
• Has a great sense of humor.
• Understands that no task is beneath them when it serves the larger mission.

You don't need someone standing over you asking whether something got done. If you've taken ownership of it, you own it through completion.

What Success Looks Like

You begin to see things before anyone needs to point them out.

You learn the family's preferences.

You understand how the homes operate.

You know where things belong.

You anticipate what needs to travel and what needs to be waiting at the destination.

You catch the missing luggage vehicle before anyone asks about it.

You realize inventory is running low before it runs out.

You confirm the driver instead of assuming someone else did.

You see a recurring problem and build a better system.

You receive feedback once and incorporate it going forward.

And when something unexpected happens, as it inevitably will, you don't freeze or create drama. You assess, communicate, solve, and keep moving.

Over time, the family and team should feel that things are simply more organized, more thoughtful, and easier because you're here.

Experience & Qualifications

Strong candidates will likely have several of the following:

• Previous Personal Assistant, Executive Assistant, House Assistant, Family Assistant, Estate Assistant, or Family Office experience.
• Experience working within a high-net-worth or ultra-high-net-worth private household.
• Strong administrative and organizational skills.
• Experience coordinating complex domestic travel.
• Private aviation experience.
• Experience working with aircraft management companies, pilots, flight attendants, or aviation operations teams.
• Experience creating detailed travel itineraries and movement plans.
• Experience advancing homes or travel destinations.
• Household inventory or estate-management experience.
• Experience with Platform Nines or similar estate-management software.
• Strong technology skills, particularly with Apple products and smart-home technology.
• Interest in or experience using AI tools.
• Financial, bookkeeping, expense-management, or accounting experience.
• Excellent written and verbal communication.
• A valid driver's license and ability to travel as needed.
• Exceptional discretion and judgment.

You do not need every item on this list. We care deeply about aptitude, attitude, character, and the way you approach your work.

Schedule & Environment

This is a full-time, primarily on-site position in Palm Beach, Florida.

This is not a traditional Monday-through-Friday, 9-to-5 role.

The family's world is dynamic, and schedules occasionally require early mornings, evenings, extended hours, travel, or weekend availability.

The team works collaboratively to provide coverage, including alternating weekend/on-call responsibilities, so the family has consistent support without everything falling on one individual.

Flexibility is essential.

In return, this is an opportunity to become part of a genuinely special team and environment, one where people care deeply about one another, work hard, laugh together, and are united by a larger mission.

For someone who thrives in this kind of environment, there is tremendous opportunity to learn, grow, take on additional responsibility, and become an invaluable member of the team.

How to Apply

We aren't looking for hundreds of applicants. We're looking for the right one.

Please send us your resume along with a thoughtful cover letter answering the questions below. We're less interested in perfectly polished answers than in understanding how you think, how you work, and who you are.

Cover Letter Questions

1. Why this role? After reading the entire job description, what specifically made you think, "This sounds like me"?
2. Tell us about something you noticed before anyone asked you to notice it. What did you observe, what did you do about it, and why did it matter?
3. Tell us about a time you were responsible for a complicated travel movement or logistical plan. Walk us through how you organized it, what could have gone wrong, and how you made sure nothing was missed.
4. You arrive at a residence several hours before the family. How would you approach advancing the home? Walk us through what you would inspect, confirm, prepare, and communicate before their arrival.
5. Tell us about a mistake you made at work. How did you communicate it, how did you fix it, and what system or behavior did you change afterward so it wouldn't happen again?
6. Tell us about a time you were asked to do something that wasn't technically "your job." How did you respond, and what did you do?
7. What does being "low ego" mean to you in a private-service environment? Give us an example of a time when you put the needs of a team, principal, or mission ahead of receiving recognition yourself.
8. Tell us about a system you built or improved because the existing way of doing something wasn't good enough. What bothered you about it? What did you change? What was the result?
9. What technology are you genuinely excited about right now? Tell us specifically how you're currently using AI, technology, automation, smart-home systems, or other tools to make your work or life more efficient.
10. What does exceptional service mean to you when nobody is watching?

Finally, we've included one small request because details matter enormously in this role.

In the last paragraph of your cover letter, please naturally incorporate the phrase: "Consider it handled."

It isn't a trick. It's simply our first opportunity to see how carefully you read, follow instructions, and execute on the details.

If you've read this description and feel energized rather than intimidated by the variety, if you love creating order, anticipating needs, solving problems, helping others, learning constantly, and being the person a team can depend on, we'd love to hear from you.

We are looking for someone who doesn't simply want a job. We're looking for someone who wants to become part of the team.