Executive Personal Assistant to Founder/Executive Chair

Position Overview

The Founder/Executive Chair 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 Founder’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 effectiveness

• Anticipate conflicts before they arise and proactively resolve them

• Prepare daily and weekly schedules with context, priorities, and prep notes

• Ensure the Executive 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 Founder/Executive Chair

• 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 Executive

• Handle confidential and sensitive information with absolute discretion

* Handle marketing and social media tasks (in conjunction with other departments). Prior experience in marketing projects will be strongly preferred.

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

Requirements

*Local Candidates Only*

*Bilingual English/Spanish Strongly Preferred*

The Ideal Candidate

This role is for someone who:

• 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 Founder/Executive Chair who leads multiple businesses within a globally respected brand. The right person will become a trusted partner, not just support staff — enabling the Executive to operate at the highest level.

Benefits

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.