Position Overview
We are seeking an exceptional Executive Personal Assistant to serve as a trusted partner to the Founder of Aegis Living. This highly visible, high-trust role provides seamless support across a dynamic portfolio that includes the core business, family office, personal and family business interests, and additional enterprise work spanning authoring, documentary filmmaking, philanthropy, and wellness and longevity learning.
The ideal candidate is an anticipatory, resourceful, and exceptionally discreet professional who can move fluidly between boardroom priorities, creative projects, family matters, travel, and personal logistics. This individual will bring structure to complexity, exercise sound judgment without constant direction, and protect the Founder’s time, focus, relationships, and commitments.
Executive Partnership and Time Stewardship
- Own and optimize a complex, fluid calendar across business, family office, personal, and creative priorities.
- Anticipate needs, surface conflicts, recommend tradeoffs, and ensure the Founder is fully prepared for each commitment.
- Manage access thoughtfully by screening requests, prioritizing matters, and routing decisions to the appropriate person.
- Track commitments and decisions through completion, following up firmly and diplomatically with internal and external partners.
Communication and Relationship Management
- Manage high-volume, sensitive correspondence across email, phone, messaging, and written communications.
- Draft, edit, and proofread communications in the Founder’s voice, including letters, presentations, notes, and follow-up messages.
- Serve as a credible and gracious liaison with internal and external stakeholders.
- Maintain accurate contact records, stakeholder context, and communication histories.
- Handle confidential information with exceptional discretion, judgment, and respect.
Business, Family Office, and Enterprise Coordination
- Coordinate priorities and information flow among Aegis Living, the family office, personal and family businesses, philanthropic interests, and other enterprise initiatives.
- Support document review, signature workflows, records management, expense reporting, invoice coordination, and basic administrative controls.
- Conduct targeted research and synthesize findings into concise, decision-ready summaries.
- Partner with legal, financial, tax, insurance, security, household, and other professional advisors as directed.
Personal and Family Support
- Coordinate personal appointments, family commitments, special occasions, reservations, gifting, and other day-to-day logistics.
- Work collaboratively with family members, household staff, vendors, and service providers to ensure seamless execution.
- Manage personal records and sensitive matters with tact, accuracy, and strict confidentiality.
- Respond calmly to urgent or changing needs, including occasional support outside standard business hours.
Creative, Media, and Learning Initiatives
- Provide administrative and project coordination for books, articles, speeches, and other authoring initiatives.
- Support documentary filmmaking and media projects by coordinating schedules, interviews, research, production meetings, deliverables, and stakeholder communications.
- Organize wellness and longevity learning, including expert meetings, travel, research materials, notes, and follow-up actions.
- Maintain project plans, editorial and production calendars, source materials, permissions, and version-controlled files.
- Help translate ideas into action by clarifying objectives, identifying next steps, coordinating contributors, and sustaining momentum.
Travel and Event Logistics
- Plan and execute detailed domestic and international travel across business, personal, family, creative, and learning commitments.
- Develop comprehensive itineraries covering transportation, accommodations, meetings, dining, documentation, contacts, and contingency plans.
Knowledge, Skills and Abilities Required
- Significant experience supporting a founder, chief executive, high-profile principal, or family office in a complex, high-trust environment.
- Demonstrated success managing intertwined professional and personal priorities with discretion and sound judgment.
- Exceptional written and verbal communication skills, with the ability to adapt tone for executive, personal, creative, and public-facing audiences.
- Outstanding organization, attention to detail, follow-through, and comfort managing multiple workstreams simultaneously.
- Strong research, synthesis, and project coordination skills.
- Advanced proficiency with Microsoft 365 and confidence learning collaboration, travel, expense, and project-management platforms.
- Experience supporting media, publishing, film, wellness, hospitality, family enterprise, or philanthropic work is highly valued.
- Ability to travel for up to three weeks per year.
- Bachelor’s degree or equivalent combination of education and directly relevant experience preferred.
Pay: $100,000.00 - $120,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: Hybrid remote in Scottsdale, AZ 85260
