Executive Personal Assistant to CEO

Overview

The CEO of ONE Sotheby's International Realty is seeking an extraordinary Executive Personal Assistant who will serve as the operational backbone of a fast-moving, multi-business executive. This role is not entry-level and is not administrative support only. It is a high-trust, high-performance position for someone who thrives on complexity, precision, discretion, and ownership.

The ideal candidate excels at calendar management, email triage, and follow-through, understands how to protect a CEO’s time, and is comfortable handling strategic logistics as well as essential personal tasks. This person takes pride in being indispensable.

Core Responsibilities

• Calendar & Time Management (Critical): Own and manage multiple, highly complex calendars across several businesses and personal commitments; strategically prioritize meetings, travel, and commitments to maximize CEO effectiveness; anticipate conflicts before they arise and proactively resolve them; prepare daily and weekly schedules with context, priorities, and prep notes; ensure the CEO is always in the right place, at the right time, fully prepared
• Email Management & Communication: Act as the first line of defense for all inboxes; read, filter, prioritize, and draft responses on behalf of the CEO; identify urgent vs. non-urgent matters and escalate appropriately; maintain clear systems for follow-ups, responses, and delegated items; ensure nothing slips through the cracks
• Follow-Up & Execution: Track action items from meetings, calls, and conversations; proactively follow up with internal teams, external partners, clients, and vendors; hold others accountable to timelines and deliverables; create simple systems to ensure consistent execution and closure
• Personal & Administrative Support: Handle a wide range of personal and professional tasks (scheduling appointments, travel coordination, errands, special requests); manage logistics for events, meetings, and travel; serve as a trusted gatekeeper and representative of the CEO; handle confidential and sensitive information with absolute discretion
• Operational Support: Assist in managing workflows across multiple businesses; coordinate with internal teams and leadership; prepare documents, agendas, and briefing materials as needed; identify inefficiencies and proactively suggest improvements

The Ideal Candidate

• Is exceptional at calendar and email management — this is non-negotiable
• Is highly organized, detail-oriented, and systems-driven
• Thrives in fast-paced, high-expectation environments
• Is not afraid to handle small tasks and understands that excellence lives in the details
• Thinks ahead, anticipates needs, and acts proactively
• Communicates clearly, professionally, and confidently
• Is calm under pressure and solutions-oriented
• Takes pride in being reliable, responsive, and indispensable

Required Experience & Skills

• 5+ years supporting a senior executive, CEO, founder, or principal (real estate or entrepreneurial environment preferred)
• Proven experience managing complex, multi-layered calendars
• Exceptional written and verbal communication skills
• High proficiency with Google Workspace, Outlook, scheduling tools, and task management systems
• Strong judgment, discretion, and emotional intelligence
• Ability to manage competing priorities without dropping the ball

Personality & Mindset Fit

• Ownership mentality — "this is my responsibility"
• No ego, no task too small
• Highly trustworthy and loyal
• Polished, professional, and confident
• Naturally organized and energized by structure
• Values excellence and continuous improvement

Why This Role Matters

This is a mission-critical position supporting a CEO who leads multiple businesses within a globally respected brand. The right person will become a trusted partner, not just support staff — enabling the CEO to operate at the highest level.

Benefits

• Full-time; the position will be performed in an office setting
• Competitive salary
• Health, dental, and vision benefits
• Professional development opportunities
• Collaborative, innovative, and supportive team environment
• Opportunity to make a direct impact on brand growth and market presence

ONE Sotheby’s International Realty is an Equal Opportunity Employer; participates in E-Verify and conducts background checks.