Executive Assistant

Job Summary

The Executive Assistant role is for a highly capable, discreet, and service-oriented Executive Assistant to support the CEO/Lead in both corporate and private capacities. This is a dual-role position, serving as a trusted partner within Menarco, a values-driven real estate firm, and a newly established Family Office focused on stewardship, governance, and legacy. This person brings the foresight of a Manager/Chief of Staff, the precision of a corporate EA, and the heart of a dedicated family steward.

She will serve as a key point of coordination across high-level corporate matters, family governance, travel, events, home operations, and elder care. This role requires a rare blend of integrity, empathy, decisiveness, and maturity, with the ability to anticipate needs, manage sensitive matters, and protect time and headspace for the CEO and her family.

Core Functions

• Family Office and Governance Support
• Provide executive support on Family Office matters with utmost confidentiality
• Coordinate and document meetings with family board members and external advisors
• Assist with implementation of family governance systems, asset documentation, and succession protocols
• Organize family retreats, visioning sessions, and milestone celebrations
• Elder Care and Family Support
• Coordinate medical appointments, wellness schedules, and household staff for elderly parents
• Liaise with doctors, caregivers, and therapists
• Maintain organized records of medications, care plans, and expenses
• Anticipate needs and support a dignified, peaceful quality of life for the elders
• Household & Residence Oversight
• Supervise household staff schedules, performance, and training
• Oversee vendors and maintenance for family residences
• Organize household procurement and ensure smooth day-to-day home operations
• Assist in hiring and onboarding domestic personnel as needed
• Travel and Itinerary Management
• Coordinate international and domestic travel, including flights, accommodations, visas, and schedules
• Design detailed, seamless itineraries for work and leisure, with cultural or wellness sensitivity
• Follow up on post-travel reimbursements, thank-you gifts, and documentation
• Events and Hospitality
• Plan and coordinate private events, home dinners, and milestone celebrations
• Curate venues, menus, entertainment, and guest communications
• Oversee execution with grace, detail, and foresight
• Finance, Payments, and Purchasing
• Manage petty cash, reimbursements, and family-related payments
• Coordinate bill payments and track budgets with transparency and accuracy
• Maintain financial logs and liaise with accountants or legal advisors as needed
• Menarco Executive Assistance
• Manage CEOs records, agendas, and follow-ups across the Menarco leadership team
• Prepare briefing documents, reports, and minutes as needed
• Serve as liaison between the CEO and internal/external stakeholders
• Protect CEOs time and focus through gatekeeping, triage, and delegation when needed
  
  

• Minimum 5 years of experience as a high-level Executive Assistant, Chief of Staff, or Private Office Manager, preferably in a family office, legal, or executive setting
• Legal, administrative, or finance training is highly valued
• Proven discretion in handling sensitive personal, financial, and medical information
• Excellent organizational and written communication skills
• Ability to multitask across competing priorities with calm, grace, and good judgment
• Strong digital literacy: GSuite, MS Office, Zoom, Pages, Excel, and basic tech troubleshooting; can operate apps like Canva and Airbnb