Executive Assistant at International Private Family Office

Established international family office is looking for an Executive Assistant to support a private family and their U.S. operations. This is a rare opportunity to step into a genuinely stable, long-tenured seat with a family that is kind, exceptionally well resourced, and looking for someone who will stay and grow into the role over many years. In this role, you'll be the central point of coordination for the family's U.S. activity, managing travel and visit logistics, handling lifestyle and concierge requests, researching and vetting vendors and service providers, owning projects like property insurance and carrier negotiations, and partnering daily with the U.S. office President, Head of Financial Operations, and a global support team. Someone who is service-first, discreet, and highly self-directed, with the judgment to anticipate what comes next and the steadiness to work alongside colleagues who have been with the family for decades. Previous experience supporting ultra-high-net-worth individuals or families is highly preferred. This is a hybrid role, 3 days/week, based in Manhattan, with focused sprint periods a few weeks a year when the family is in town. 175-200K DOE full benefits and 401K with match.

Responsibilities:

• Serve as the central point of coordination for the family's U.S. activity, ensuring requests are executed quickly, accurately, and with discretion.
• Manage travel, itineraries, and visit logistics for the family's time in the U.S., including preparing residences ahead of arrivals.
• Handle lifestyle and concierge requests end to end, from reservations and weekend planning to sourcing hard-to-find items through an established network of vendors and contacts.
• Research, vet, and onboard vendors, service providers, and specialists as needs arise.
• Own projects that require independent judgment and follow-through, such as placing insurance on newly acquired property and leveraging existing carrier relationships to negotiate favorable terms.
• Partner daily with the General Counsel on documentation and approvals, and with the Head of Financial Operations on payments and expense processing.
• Coordinate with a global support team including household, aviation, and marine staff across multiple time zones.
• Provide light financial operations support, including logging transactions and routing them to the appropriate analyst for execution.
• Maintain and build on existing protocols and preference documentation, keeping records current as the family's needs evolve.
• Represent the family office with professionalism and absolute discretion in all external interactions.

• Previous 7 years of experience supporting ultra high net worth individuals, families, or principals, ideally within a private family office, a family office services group at a private bank, or ultra-luxury hospitality.
• Exceptional organizational skills and attention to detail.
• A service-first mindset, with genuine pride taken in execution and follow-through rather than proximity to leadership.
• Highly self-directed, with the ability to operate independently and make sound calls when leadership is traveling and unavailable.
• Strong judgment and common sense, with an instinct to anticipate the next question rather than wait for direction.
• Excellent written and verbal communication skills, with the ability to work with stakeholders across a global team.
• Absolute discretion and comfort handling sensitive personal and financial information.
• A collaborative approach and the ability to build trust with long-tenured colleagues and an established way of working.
• Comfort with light financial data entry and coordination; no securities licensing required.
• Proficient with Microsoft Office, including Outlook and Excel.