Legal Secretary - Executive Personal Assistant
Full-Time, On-Site — Palm Beach Gardens, Florida
About the Role
We are seeking a highly organized, discreet, and resourceful Executive Personal Assistant with a Legal Secretary background to report directly to the CEO of a private family office and provide a combination of executive, legal-administrative, business, personal, household, travel, and records-management support.
This is not a law-firm legal secretary position and does not involve providing legal advice. However, candidates with legal secretary, legal assistant, paralegal, litigation-support, trusts and estates, or other law-office experience are strongly preferred because the role requires exceptional document control, deadline management, confidentiality, polished correspondence, follow-through, and comfort handling sensitive matters.
The position is full-time and on-site in Palm Beach Gardens. The successful candidate will support the CEO directly and may assist the President, Vice President, Director of Life, and other executives with scheduling, travel, documents, and projects under the CEO's direction.
Key Responsibilities
· Report directly to the CEO and manage a wide range of confidential business, personal, family-office, and administrative matters with professionalism and discretion.
· Manage complex calendars, appointments, reminders, deadlines, and competing priorities across business meetings, medical appointments, civic and charitable activities, social engagements, and family commitments.
· Coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries, travel documents, reservations, and last-minute schedule changes.
· Prepare, proofread, format, organize, and maintain correspondence, agreements, reports, spreadsheets, presentations, meeting materials, expense records, and other sensitive documents.
· Maintain accurate paper and electronic files, including document indexing, naming conventions, scanning, filing, retention, retrieval, and organization of historical records.
· Track deadlines, follow-up items, signatures, renewals, appointments, registrations, and outstanding requests; proactively remind the CEO and others of approaching due dates.
· Coordinate with outside attorneys, accountants, advisers, vendors, insurance professionals, medical providers, and other third parties as directed by the CEO.
· Organize documents and supporting materials for legal, tax, estate-planning, insurance, financial, and business matters without providing legal or tax advice.
· Monitor and manage executive email accounts, voicemail, text messages, and other communications; identify urgent or sensitive matters and escalate appropriately.
· Draft professional emails and routine correspondence for review, and ensure communications are accurate, complete, and appropriately documented.
· Organize internal and external meetings, conferences, events, memberships, and executive participation in professional, civic, charitable, and social organizations.
· Coordinate scheduling of household services, maintenance appointments, personal vendors, medical providers, reservations, and other personal or family-office needs.
· Research vendors and service providers, gather and compare information, maintain organized records, and follow up on completion and open items.
· Assist with personal errands and administrative tasks as requested.
· Support office organization, including file-cabinet review, document sorting, labeling, indexing, scanning, data entry, and organizing paper and electronic records.
· Help organize historical travel, expense, and supporting records for management and professional advisers.
· Manage office supplies, inventory, deliveries, printing, mailing, and general office coordination.
· Assist with event coordination, invitations, registrations, ticket management, guest lists, and follow-up.
· Support basic marketing and communications projects, including email campaigns, event materials, articles, contact lists, and coordination with outside vendors.
· Set up and assist executives with Zoom, Microsoft Teams, laptops, phones, calendars, printers, document portals, electronic signatures, and other everyday technology.
· Anticipate needs, identify conflicts or missing information, follow up without repeated reminders, and manage changing priorities and ad hoc projects.
· Provide clear status updates and promptly raise any conflict, missed deadline, incomplete assignment, or issue requiring an executive decision.
Schedule and Work Environment
· Full-time, on-site position in Palm Beach Gardens; this is not a remote or hybrid role.
· Standard office hours are generally 8:30 a.m. to 5:00 p.m., Monday through Friday.
· Occasional flexibility may be required for urgent executive needs, travel changes, events, deadlines, or time-sensitive matters.
· The role involves both high-level executive support and hands-on administrative, personal, and organizational work.
· The CEO values detailed follow-through, printed materials when appropriate, and well-organized paper and electronic systems.
Required Qualifications
· Minimum of five years of experience as a legal secretary, legal assistant, executive assistant, paralegal, executive personal assistant, or comparable high-level administrative professional.
· At least three years of direct experience supporting a senior attorney, law-firm partner, CEO, business owner, high-net-worth individual, or private family office.
· Excellent document formatting, proofreading, grammar, spelling, and written communication skills.
· Demonstrated ability to manage sensitive documents, deadlines, calendars, and confidential information with accuracy and discretion.
· Strong proficiency with Microsoft Outlook, Word, Excel, and PowerPoint, including professional document preparation and file organization.
· Comfort working with multiple email accounts, calendars, phones, devices, portals, electronic-signature platforms, and paper-based systems.
· Exceptional organizational, prioritization, multitasking, and time-management skills.
· Ability to work calmly and accurately in a fast-moving environment with interruptions, changing priorities, and last-minute requests.
· Strong judgment, maturity, emotional intelligence, tact, and professional communication skills.
· Ability to accept direction, respond professionally to feedback, and work cooperatively with executives, coworkers, family members, clients, advisers, and vendors.
· Reliable transportation and ability to commute to Palm Beach Gardens.
Preferred Background
· Legal secretary or legal assistant experience in trusts and estates, corporate, transactional, litigation, real estate, tax, insurance, or private-client practices.
· Experience preparing and organizing legal or financial documents, managing signature packets, tracking deadlines, and coordinating with attorneys or advisers.
· Experience supporting both professional and personal needs of a senior executive, partner, principal, or high-net-worth family.
· Experience with document-management systems, Adobe Acrobat, DocuSign or similar electronic-signature tools, and secure client or legal portals.
· Experience coordinating complex travel, events, household vendors, medical appointments, or family-office logistics.
· Background in office management, project coordination, records organization, or confidential executive support.
Essential Traits
· Highly dependable, punctual, and accountable.
· Exceptionally detail-oriented and careful with names, dates, documents, and deadlines.
· Proactive, resourceful, and able to identify what is missing before it becomes a problem.
· Calm under pressure and comfortable working in a high-expectation environment.
· Professional, polished, discreet, and service-oriented.
· Comfortable handling both business and personal assignments.
· Able to distinguish between matters that can be handled independently and matters requiring CEO approval.
· Willing to perform both sophisticated executive support and routine administrative or organizational tasks.
· Able to maintain confidentiality concerning business, legal, financial, medical, travel, and family matters.
Ideal Candidate
The ideal candidate has the discipline and precision of an experienced legal secretary or legal assistant, combined with the adaptability and service mindset of an Executive Personal Assistant. This person is comfortable managing deadlines, organizing sensitive records, preparing polished documents, coordinating with attorneys and advisers, and also handling travel, personal appointments, household vendors, and unexpected requests.
The successful candidate will take ownership of assignments, communicate clearly, follow through without repeated reminders, and understand that supporting a busy CEO and family office requires discretion, flexibility, organization, and consistently sound judgment.
Job Type: Full-time
Pay: $60,000.00 - $80,000.00 per year
Benefits:
- Health insurance
- Life insurance
- Paid time off
Application Question(s):
- Why did your last role end or why do you want to leave your current role?
- What is your expected salary?
- Describe your legal secretary, legal assistant, paralegal, or high-level executive support experience and explain how it prepares you for this position. Include an example of how you managed multiple urgent deadlines or competing priorities for a senior attorney or executive.
Experience:
- Legal Secretary / Legal Assistant: 3 years (Required)
Ability to Commute:
- Palm Beach Gardens, FL 33410 (Required)
Work Location: In person
