Executive Personal Assistant

Trefilia Capital is a family office founded in 2013, focused on the comprehensive management of family wealth and investments across public and private markets, direct investments in companies, and other family projects.

Our team works in a dynamic, professional, high-performing, and highly confidential environment that combines investment activities, wealth management, and the coordination of a wide range of personal and family matters.

Position Overview

We are looking for a highly capable professional to provide direct support to the President in the coordination and execution of professional, personal, and family matters. The role involves managing a dynamic calendar, coordinating travel, appointments, meetings, payments, purchases, and vendors, as well as following through on multiple requests and special projects.

Beyond traditional administrative responsibilities, we are looking for someone with exceptional problem-solving skills: a person with initiative, sound judgment, and autonomy who is comfortable researching unfamiliar topics, identifying alternatives, and taking a request from initial need through full execution.

Key Responsibilities

• Manage calendars, appointments, meetings, events, and personal and professional commitments.
• Coordinate domestic and international travel, including itineraries, reservations, transportation, and special requirements.
• Proactively follow up on requests, commitments, and pending matters through full resolution.
• Research a wide range of topics and identify alternatives, vendors, and practical solutions.
• Coordinate purchases, orders, services, administrative processes, correspondence, and special requests.
• Manage and follow up on accounts, payments, expense reimbursements, spending, and budgets.
• Prepare expense tracking tools and reports.
• Coordinate and follow up with vendors and staff.
• Provide support on personal, family, and special projects for the President.
• Prepare and organize information, documents, communications, and presentations.
• Coordinate meeting and event logistics.
• Anticipate needs and proactively solve problems.

Profile

• Curious and willing to research and learn about new and highly diverse topics.
• Proactive follow-through and a strong sense of ownership.
• Exceptional ability to solve problems independently and practically.
• Initiative and sound judgment to make decisions and propose alternatives.
• Excellent organization, planning, and ability to manage multiple priorities.
• Strong sense of urgency and ability to execute quickly without losing attention to detail.
• Ability to anticipate needs and potential issues.
• Excellent service mindset.
• Clear, professional, and assertive verbal and written communication.
• High level of discretion, integrity, and confidentiality.
• Ability to work effectively with a wide range of people, vendors, and teams.
• Strong command of productivity tools such as Microsoft Office and digital platforms, with the ability to quickly learn new systems.
• Professional presence and demeanor.

Experience and Requirements

• Previous experience as an Executive Personal Assistant, Personal Assistant, Executive Assistant, or in a similar role supporting senior executives, business owners, or families.
• Bachelor’s degree or equivalent professional experience.
• Excellent written and spoken Spanish.
• Intermediate to advanced English preferred.
• Experience in family offices, financial services, wealth management, or similar environments is a plus.