Job Description

The Executive & Personal Project Manager provides comprehensive, 24/7 support to an executive by managing professional, personal, and household operations. This role goes beyond traditional assistant duties, requiring a strategic, take-charge individual who can oversee projects, manage people and vendors, and ensure seamless execution across all aspects of the executive’s professional and personal life. The ideal candidate thrives in a fast-paced environment, anticipates needs, and operates with full accountability and discretion.

This position is located in Fort Lauderdale/Miami, FL on a full time on site basis.

Key Responsibilities:

• Strategic and Operational Management:
• Act as the executive’s right hand in driving key initiatives, managing priorities, and ensuring deadlines are met.
• Lead and coordinate cross-functional projects and ensure progress across multiple workstreams.
• Develop systems and processes that improve efficiency in both personal and professional operations.
• Administrative Support:
• Manage complex calendars, meetings, and travel across multiple time zones.
• Prepare, proof, and edit high-level correspondence, presentations, and reports.
• Handle confidential and sensitive information with discretion and sound judgment.
• Communication and Liaison:
• Serve as the executive’s point of contact for internal teams, external partners, and key stakeholders.
• Screen, prioritize, and respond to correspondence and requests on behalf of the executive.
• Ensure all communications are streamlined and the executive’s time is optimized.
• Financial and Vendor Oversight:
• Manage budgets, invoices, and expense reports.
• Source, vet, and oversee vendors, service providers, and consultants.
• Negotiate contracts and ensure service quality and accountability.

Other Responsibilities:

• Household and Staff Oversight:
• Manage household staff, including hiring, scheduling, and performance oversight.
• Supervise ongoing property management, home maintenance, and renovation projects.
• Serve as the point of contact for contractors, designers, and service vendors.
• Personal Schedule Management and Related Responsibilities:
• Coordinate personal and family appointments, events, and travel.
• Ensure smooth integration of personal and professional calendars.
• Handle personal errands, purchases, and reservations with accuracy and confidentiality.
• Travel and Event Planning:
• Plan complex domestic and international travel for the executive and family.
• Coordinate logistics, accommodations, and detailed itineraries.
• Plan and execute private events and gatherings as needed.
• Special and Ad Hoc Projects:
• Lead short- and long-term personal or family projects, such as relocations, renovations, and investments.
• Conduct research, provide recommendations, and manage execution from concept to completion.

Qualifications:

• Proven experience in a Chief of Staff, Project Manager, Estate/Household Manager, or Executive/Personal Assistant capacity.
• Strong project management skills with the ability to oversee multiple priorities and teams simultaneously.
• Exceptional organizational, problem-solving, and decision-making abilities.
• Excellent written and verbal communication skills.
• Proficiency with office, scheduling, and project management software (e.g., Google Workspace, Microsoft Office, Asana, Trello).
• Demonstrated ability to maintain discretion, professionalism, and trust in a high-demand environment.

Additional Requirements:

• 24/7 Availability: Must be reachable and responsive to urgent or last-minute needs.
• Flexibility: Ability to work outside of standard business hours, including evenings, weekends, and holidays.
• Hands-On and Self-Directed: Comfortable taking full ownership of outcomes and making decisions independently.
• Detail-Oriented: A meticulous, proactive, “no-task-too-small” mindset paired with executive-level thinking.

This 24/7 role requires a disciplined, highly organized, and solution-oriented professional who can think like an operator and act like an owner. The ideal candidate brings a balance of executive-level judgment, hands-on project management skills, and the ability to manage people, processes, and priorities with precision.

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