Executive Personal Assistant to CEO

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

Email Management & Communication

    •    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 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 CEO

    •    Handle confidential and sensitive information with absolute discretion

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

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 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.