Job Description

The Executive/Personal Assistant (EPA) provides essential personal and professional support to a civically engaged philanthropic founder. In partnership with the Chief of Staff, this role oversees a broad range of administrative, organizational, and household responsibilities.

The ideal candidate is self-driven, polished, and discreet, with exceptional organizational abilities and a talent for managing shifting priorities in a fast-moving environment. This position requires supporting the principals with professionalism and care, ensuring their public presence and private affairs are handled seamlessly and thoughtfully.

Responsibilities

• Assist with board compliance, membership renewals, and dues.
• Maintain accurate CRM data and records.
• Support basic bookkeeping, including expenses and reconciliations.
• Prepare reports and manage organized digital and physical files.
• Troubleshoot technology issues for the Founder and coordinate with IT as needed.
• Manage personal calendars, schedules, and commitments.
• Coordinate personal appointments (healthcare, fitness, stylists, etc.).
• Support personal and family hosting, entertainment, and holiday events.
• Handle invitations, event registrations, and recurring engagements.
• Coordinate maintenance, appointments, and updates for the primary residence.
• Oversee housekeeping schedules and standards.
• Manages household shopping, purchases, and returns.
• Track and coordinate special-occasion gifts.
• Manage holiday card lists, printing, and distribution.
• Maintain and update personal contact lists.
• Assist with routine pet care needs.
• Answer calls and liaise professionally with business contacts, vendors, and personal connections.
• Collect and route PO Box mail appropriately.
• Serve as a liaison for immediate family members and support shared activities.
• Handle sensitive information with absolute discretion.
• Run personal errands as needed.

Ideal Experience

• Bachelor’s degree and 3–5+ years supporting high-net-worth individuals or working in a start-up environment.
• Experience as an Executive or Personal Assistant, ideally in a family office or private household.
• Strong organizational and project management skills; able to manage multiple priorities in a complex, fast-moving environment.
• Excellent verbal and written communication skills with the ability to interact effectively at all levels.
• Proven ability to build and maintain strong internal and external relationships.
• Skilled in planning and managing event logistics, with the ability to juggle multiple events at once.
• High level of discretion, professionalism, and interpersonal maturity.
• Calm under pressure and comfortable meeting tight deadlines.
• Proficient in Google Suite, QuickBooks, Microsoft Office, CRM systems, and Apple/Mac devices.
• Strong proficiency with AI tools (ChatGPT, AI scheduling, research, workflow automation) and able to integrate them into daily work.
• Self-motivated, detail-oriented, and quick to learn.
• Access to a vehicle required; must be legally employable in the U.S.

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The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.

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