Full-time Senior Personal Assistant/ Family Office Administrative Support Lead

The Role:

A family office is looking for a superior Senior Personal Assistant to provide direct personal support to the principal as well as lead the family office administrative team. Job duties will require flexibility between personal assistance, errands and administrative duties.

Candidates must have a minimum of ten years’ experience specifically catering to HNW private individuals and be prepared and happy to work outside of core business hours as demand dictates and be flexible (working later and starting later if time zones require it, and weekend on call support). The highest level of flexibility and responsiveness is crucial and a non-negotiable aspect of the role.

They should be interested in “lifestyle”: new restaurants and cool things happening in the city. They should be happy to work on a variety of different tasks, taking a generalist approach and have excellent problem solving and organizational skills. Ideal candidates will be extremely responsive, excellent at providing white-glove service, have a bright disposition, thick-skinned, and be keen to contribute, with the aim to create smooth running of the principals’ life.

Job Title: Full-time Senior Personal Assistant/ Family Office Administrative Support Lead

Reporting to: The Principal

Location: NYC

Hours: Core schedule, Monday – Friday; the role requires flexibility and a willingness to respond outside of standard working hours, with a true ‘24/7 on-call’ mindset during both weekdays and weekends; the team will share these responsibilities, rotating evening and weekend on-call coverage, allowing each team member to have some weekends and evenings free.

Salary: $175,000 - $200,000/year, DOE (flexible for the right candidate);

plus, a discretionary yearly adjustment and bonus

Benefits: Medical, dental, vision, retirement, PTO, sick days, main federal holidays (although must be flexible to work/be on call if needed)

The Staff: Second Personal Assistant, and a Junior Assistant

Primary Home: West Village in NYC

Family Office: Flatiron area

Other Home: Hamptons (where the principal spends most of the summer)

Travel: Within NYC, between the family office and the principals’ NYC home; otherwise, none currently required but flexibility would be a plus

Interview Process: Multi-interviews with members of the team

Key Responsibilities*

Please find your primary responsibilities outlined below:

*Please note the below list is not exhaustive.

• Offers comprehensive assistance to principal
• Provide administrative support as needed in coordination with the team
• Handles personal matters as necessary, including, but not limited to:
• Runs daily personal errands for Principal and family
• Assists with personal/family agenda
• Books dining reservations and personal/medical appointments
• Assists with arrangement of personal trips for CEO and family/extended family
• Liaises with household staff for restock needs, placing orders/shopping as needed
• Maintain family records, keeping and documenting detailed notes of preferences for the team’s reference
• Assists with management of heavy, complex and frequently changing calendar
• Conducts research for personal projects for Principal
• Manages immediate and long-term project list for team
• Manages and tracks all orders and shipping for Principal, family members and all homes
• Assists with creation and management of all home and personal data, vendor and personal accounts
• Assists with shopping, management and travel needs for Principal’s homes
• Assists with project management and delivery execution, as required in a support capacity
• Answers and screens a high volume of incoming phone calls, texts and emails

Requirements

• Legally authorized to work in the U.S.
• Minimum of 10 years of proven work experience as a senior personal assistant or similar role for HNW private families, including managing other assistants/family office support team
• Knowledge of office management systems and procedures
• MS Office and English proficiency, Spanish speaking is a plus
• Experience using Claude AI
• Outstanding organizational, problem-solving, and time management skills
• Up to date with latest office equipment and applications
• Ability to multitask and prioritize daily workload
• Excellent verbal and written communications skills
• Discretion and confidentiality
• Happy to undergo a criminal background check and credit check (as is legally allowed)
• Excellent references required from both current and previous employers