Personal and Executive Assistant - UHNW Family Office

Position Overview:

A high-profile, high-net-worth family seeks a dynamic and exceptionally detail-oriented Personal Executive Assistant to provide holistic, white-glove support across their personal and household affairs. Based in New York with occasional oversight of other U.S. residences, this role requires a proactive, resourceful professional with excellent judgment, discretion, and a calm demeanor. The ideal candidate will act as a right hand to the Principals—ensuring their lives run smoothly through expert calendar management, travel coordination, household oversight, vendor management, and execution of special projects.

Key Responsibilities:

Lifestyle & Calendar Management

• Maintain and manage complex personal calendars, ensuring timely scheduling of appointments, family events, medical visits, and travel logistics.
• Coordinate directly with healthcare providers to manage appointments, prescriptions, billing, and insurance claims.
• Act as gatekeeper and liaison between the Principals and external/internal contacts.

Household & Vendor Oversight

• Serve as the main point of contact for New York residences, maintaining house manuals, organizing procedures, and overseeing maintenance schedules.
• Collaborate with property managers and vendors across other U.S. properties to ensure continuity of service, scheduling, and record keeping.
• Oversee and track maintenance contracts, warranties, repairs, and all related documentation.

Travel & Event Coordination

• Plan and manage all aspects of domestic and international travel including flights (commercial/private), accommodations, car services, and custom itineraries.
• Proactively communicate travel plans to all relevant parties and adjust in real time as needed.
• Assist in planning personal events—dinners, social gatherings, philanthropic functions—handling guest lists, invitations, menus, and vendor coordination.

Financial & Expense Management

• Intake and categorize invoices across personal and household spending; prepare for approval and coordinate with the Financial Controller.
• Track and reconcile credit card purchases, manage petty cash, and oversee seasonal gift and tipping initiatives.
• Assist with budgeting for household projects and ongoing cost tracking.

Organization & Documentation

• Create and maintain highly organized digital and physical filing systems for household, personal, medical, and financial documents.
• Maintain personal inventories (e.g., furnishings, art, valuables) using cataloging software and photography documentation.
• Liaise with overseas Executive Assistants to ensure seamless, global-level support and consistent information flow.

Errands & Concierge-Level Support

• Run personal errands including gift purchasing, returns, and vendor pickups/deliveries.
• Develop trusted relationships with New York stores, service providers, and hospitality professionals.
• Handle personal requests, special projects, and sensitive matters with poise, urgency, and absolute confidentiality.

Ideal Candidate Profile:

• 12 years of experience in a personal assistant, executive assistant, or private family office role.
• Experience supporting UHNW individuals or families; luxury service or hospitality background a plus.
• Strong project and time management skills; adept at juggling multiple priorities under pressure.
• Impeccable discretion, professionalism, and integrity.
• Exceptional verbal and written communication skills.
• Tech-savvy with proficiency in Microsoft Office and digital tools (calendar, travel, expense management, inventory systems).
• Flexible schedule and ability to respond after hours or on weekends, as needed.

ID: 45122