Executive Personal Assistant

COMPANY: Family Office

POSITION: Executive Personal Assistant

LOCATION: New York, NY (SOHO - in office 3x week with flexibility)

HOURS: 9:00AM - 5:00PM with flexibility 

COMPENSATION: $130K DOE + Benefits + Discretionary Bonus

BACHELOR’S DEGREE: Required

 

Our client, a HNW family and family office, is seeking an Executive Personal Assistant to support the Founder/CEO. This role requires exceptional organizational skills, proactive thinking, and the ability to manage a broad range of personal and professional tasks with the highest level of discretion, detail, and professionalism. The successful candidate will serve as the right hand to the principal, managing a complex lifestyle and business interests while ensuring seamless day-to-day operations. This is a rare opportunity for a candidate who thrives in a high-performance environment, has a passion for delivering excellence, and seeks a long-term, trusted role with a private family.

 

Responsibilities of the Executive Personal Assistant:

-Executive Support & Calendar Management:

  -This role's primary focus is to manage the principal — her time, her  energy, her peace of mind, and her deliverables.

  -Act as the primary gatekeeper, prioritizing and managing an ever-changing calendar of appointments, meetings, and engagements across multiple time zones.

  -Serve as the principal's trusted liaison, coordinating with personal, domestic, and professional staff across multiple locations to ensure smooth communication and operations.

  -Preemptively manage the principal’s needs by anticipating issues and ensuring the calendar is optimized for efficiency and productivity.

-Correspondence & Communication:

  -Draft, proofread, and edit high-level communications including emails, reports, proposals, and formal letters with impeccable attention to detail and tone.

  -Ensure discreet, professional management of all communications, handling sensitive and confidential information with the utmost care.

-Personal & Professional Travel Coordination:

  -Manage all aspects of complex domestic and international travel, including the arrangement of private and commercial flights, accommodations, ground transportation, visas, and detailed itineraries. 

  -Provide on-the-ground support and seamless coordination of travel logistics, ensuring every aspect of travel is managed with precision, even when unexpected changes arise.

-Estate and Project Management:

  -Oversee the management of multiple properties including coordinating ongoing projects and routine maintenance.

  -Collaborate closely with contractors, and staff to ensure projects are completed on time up to standards, and within budget 

-Event Planning:

  -Spearhead the planning and execution of high-profile events, from intimate dinners to large-scale family gatherings. overseeing all details from start to finish for a seamless execution.

  -Serve as the point of contact for key projects, managing communications and operational tasks with international partners when needed.

-Budget & Financial Management:

  -Handle budget management for both household and estate operations, including processing invoices, tracking expenses, and liaising with financial advisors to ensure accuracy and timely payments.

  -Assist in monitoring and optimizing financial resources, ensuring every aspect of the principal's personal and professional expenses are handled efficiently.

-Personal Work:

  -Manage personal family appointments, children and personal staff's calendars, physical errands in the neighborhood.

  -Ensure the principal’s day-to-day life operates smoothly and efficiently.

 

Requirements of the Executive Personal Assistant:

-Bachelor’s degree required; additional qualifications are a plus.

-5-8+ years of experience in a similar role supporting high-net-worth individuals or C-Suite Executives, with a proven record of longevity and trustworthiness.

-Exceptional organizational and multitasking abilities; must be able to prioritize and juggle multiple high-priority tasks seamlessly.

-Impeccable communication skills, both written and verbal, with a refined understanding of high-level correspondence.

-Proficiency in technology. Ability to quickly adapt to new tools and systems.

-Professionalism and discretion are paramount; must uphold the highest level of confidentiality in all matters.

-Ability to work autonomously while also collaborating effectively with the broader team

-Proactive, solution-oriented thinker who anticipates needs and independently resolves issues before they arise.

-Flexibility to work outside of normal working hours, including occasional travel or weekends as required for special events.

-Cultural and social awareness that aligns with the principal’s values and lifestyle, with an appreciation for discretion and a commitment to maintaining their privacy.

-Willingness to work around young children, out of a family home environment on occasion.

-Verification of identity, education, prior employment, and references may be required.

 

*The salary range posted for this New York City-based position is a good faith estimate. Actual salary may vary based on several factors, including but not limited to, level, experience, and qualifications for the role.