Executive Personal Assistant to CEO
Listed on 2026-01-14
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Administrative/Clerical
Virtual Assistant/ Remote Admin, Office Administrator/ Coordinator, Administrative Management, Business Administration -
Business
Office Administrator/ Coordinator, Administrative Management, Business Administration
Position Overview
The CEO of ONE Sotheby’s International Realty is seeking an extraordinary Executive Personal Assistant to 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 is exceptional at calendar management, email triage, and follow-through, understands how to protect a CEO’s time, and is equally comfortable handling strategic logistics and small but 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
- 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 elevate appropriately
- Maintain clear systems for follow-ups, responses, and delegated items
- Ensure nothing slips through the cracks
- 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
- 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
- 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
- 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
- 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
- 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
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.
Job Type- 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
MDLV, LLC dba ONE Sotheby's International Realty is an Equal Opportunity Employer; participates in E-Verify and conducts background checks.
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