Executive Assistant

Headline: Executive Personal Assistant | Private Family Office

Office: In office, New York Base with travel to London and Paris

Introduction:

Are you a career Executive Assistant who thrives in a high-stakes, global environment? A prominent Private Family Office is seeking a world-class Executive Personal Assistant to provide seamless, 24/7 support to its Principals. Based in the heart of New York City near Grand Central, this pivotal role serves as the bridge between the family’s US interests and their international estates in London and Paris.

This is more than a desk job; it is a lifestyle-support position for a dedicated professional who values discretion, possesses a "roll-up-your-sleeves" mentality, and is ready to spend approximately three months a year traveling abroad to ensure operational excellence across all properties.

Responsibilities

• Manage travel, hotels, flights, private charters and itineraries.
• Keep the Principals updated on all schedule changes in a timely manner; add and update information as needed; ensure coordination with household staff (drivers, housekeepers, chefs, vendors).
• Assist Principals in planning and coordinating events: choosing venues, guest lists, menus, invitations and working with caterers and outside vendors as necessary.
• Run errands for Principals. Develop relationships with NY stores and manage orders, deliveries and returns as necessary.
• Manage Principals’ medical appointments, doctor visits and any medications. Manage medical charges, claims, and general filings for the Family.
• Maintain and update Principals’ contacts and calendars, scheduling appointments and meetings, ensuring quality and accuracy of all information.
• Establish and maintain files and records. Manage file directories for Family’s personal information, US interests and properties.
• Act as Point Person for US properties, creating and updating house manuals, procedures, maintenance information and cost tracking.
• Manage general maintenance, upkeep, design and/or construction and/or furnishing projects for New York properties, working with Principals and Finance Department, to plan, budget, manage costs and ensure contracts are completed successfully and in a timely manner.
• Management, coordination, and scheduling of household staff and vendors on behalf of the Family and Family Office.
• Work with Property Manager as necessary for property projects at other US locations.
• Track household maintenance contracts (i.e. landscapers/pool service/air conditioners etc…), equipment and warranties as needed.
• Oversee London and Paris household staff, including HR and scheduling.
• Act as Point Person for London and Paris properties, creating and updating house manuals, procedures, maintenance information and cost tracking.
• Manage general maintenance, upkeep, design and/or construction and/or furnishing projects for London and Paris properties.
• Manage bill pay, categorize expenses, obtain support for expenses as needed for review and approval and submission for payments.
• Work with Finance Department to understand and manage running costs and expenditures in US, London and Paris locations.
• Manage credit card purchases for Family, review with Finance Department.
• Manage petty cash, including annual tipping and gift lists.
• Liaise with overseas Executive Assistants to manage information, create best practices and seamless support globally.
• Handle and manage personal and confidential information. Document management.
• Assist with and manage special projects assigned by Principals.
• Manage personal inventory for US, London and Paris locations, with cataloguing program and photographs.

Qualifications

• Minimum 10-15 years providing administrative support to high net worth individual(s).
• Bachelor's degree.

Required Skills

• Polite, pleasant, and welcoming demeanor with superb interpersonal skills; extremely discreet, honest and responsible character.
• Professional, who is action-oriented, composed and excels in high standard of deliverables.
• Proactive and identifies new opportunities and makes recommendations.
• Extreme attention to detail.
• Hands on, “roll-up-your-sleeves” mindset.
• Excellent organizational skills.
• Willing to be hands-on and able to manage competing priorities.
• Highly organized and detail oriented with exceptional commitment and dedication to work.
• Exceptional and concise communication skills, both written and verbal.
• Ability to adapt and work in a small team environment.
• Flexibility to be accessible 24/7; ability to prioritize the needs of the Family.
• Valid driver’s license.
• Proficiency in Microsoft Office applications required.
• 5 days in office (near Grand Central location).
• Willing and able to travel to London and Paris for approximately 3 months per year, to support the Family.