Family Office Personal Assistant

Position Overview

The Gehan Family Office invites applications for an exceptionally experienced Personal Assistant to support Glenn Gehan as well as the broader family enterprise. This role suits a highly skilled individual who excels where private wealth management, intricate logistics, and premium service intersect, recognizing that outstanding quality is the standard.

Key Responsibilities

• Manage Mr. Gehan's personal calendar in close collaboration with his Executive Assistant, ensuring careful scheduling, prioritization, and proactive conflict avoidance.
• Organize personal engagements, family arrangements, and household requirements with meticulous attention.
• Anticipate needs across all responsibilities, identifying potential risks or opportunities before they emerge.
• Coordinate private aviation logistics including scheduling flights, planning trips, managing catering, ground transportation, and arranging Fixed Base Operator (FBO) services.
• Maintain strong working relationships with the flight crew and Chief Pilot, handling last-minute itinerary changes calmly and efficiently.
• Oversee daily operations across several residences, acting as the main liaison to property managers, housekeeping, estate vendors, and contractors.
• Schedule property openings and closings, deep cleaning rotations, seasonal maintenance, and renovations.
• Manage inventories spanning household supplies, vehicles, artwork, and personal assets across properties.
• Travel to properties when needed to supervise projects, prepare for arrivals, or handle urgent matters.
• Work tightly with the family office finance team to manage expense tracking, bill payments, vendor invoicing, and personal account reconciliations.
• Prepare expense reports with full documentation timely and accurately.
• Assist in handling personal insurance policies, tax documentation, and vendor contract management alongside finance staff.
• Support onboarding and evaluation of new vendors, service providers, and household employees from a logistical and financial standpoint.
• Plan and carry out complex travel agendas domestically and internationally for Mr. Gehan, family members, and guests, covering accommodations, transport, dining, and on-site coordination.
• Provide on-the-ground support by traveling with Mr. Gehan and family on occasion.
• Coordinate private events, family gatherings, and entertainment initiatives from ideation through to completion.
• Remain available beyond normal business hours as necessary, including evenings, weekends, and holidays, responding swiftly and decisively to urgent demands.

Candidate Profile and Requirements

• At least eight years of experience as a Personal Assistant or Chief of Staff supporting ultra-high-net-worth individuals or family offices.
• Direct, hands-on experience with private flight logistics and working alongside aviation teams.
• A proven history of managing multiple valuable residential properties, coordinating closely with estate staff and suppliers.
• Experience liaising with family office financial teams on expense management, vendor oversight, and record keeping.
• An in-depth understanding of the protocols and lifestyle standards expected by ultra-high-net-worth families.
• Dallas-based candidates with availability to travel both domestically and internationally on short notice.
• Possession of a valid driver's license and passport with no travel restrictions.
• Exemplary organizational skills, maintaining systems and structure to ensure nothing is overlooked and stakeholders remain informed.
• Strong problem-solving abilities, approaching challenges proactively with calmness under pressure.
• Clear, appropriate communication tailored for a variety of audiences, from household staff to senior executives.
• A high degree of discretion and confidentiality, maintaining privacy in all aspects professionally and permanently.
• Experience supporting principals with extensive real estate and business interests.
• Comfort with luxury vendor networks including hospitality, automotive, security, art, philanthropy, and estate services.
• Proficiency using productivity tools, estate management platforms, scheduling software, and expense management systems.
• A personable yet professional attitude, fostering trusted relationships with the family and key contacts over time.
• Ability to manage ambiguity, juggle competing priorities, and adapt quickly to changing plans.