Executive Personal Assistant

A NYC based multi-generational, ultra-high-net-worth Family Office is in need of an Executive Personal Assistant to provide support to the family. This is an excellent opportunity to showcase your talents on a global stage.

In this position you will assist and represent UHNW Family, including:

• General resourcefulness ensures providing smooth and seamless lifestyle requirements for the Principals.
• 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.

Requirements

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