Executive Personal Assistant

About the Role

A family office located in New York City is seeking a highly capable and motivated Executive Personal Assistant to support two Principals and their families. This position demands excellent administrative and operational support skills, a commitment to discretion, and adaptability in a dynamic setting. The assistant will work onsite 3-4 days per week with a flexible schedule as needed.

Key Responsibilities

• Manage daily schedules for one or more individuals, preparing all necessary background documents and directions for each engagement.
• Maintain busy calendars, coordinate meetings, and ensure timely attendance for managers.
• Oversee a wide array of tasks ranging from daily operational activities to coordination with ownership, management, and multiple executive assistants.
• Welcome visitors and clients, handle incoming calls, and organize conference rooms and catering services.
• Coordinate extensive travel arrangements including flights, accommodation, car rentals, meal planning, and transportation.
• Process and monitor expense claims and reimbursements diligently.
• Draft letters, memos, presentations, and reports, ensuring accuracy in grammar, punctuation, and spelling.
• Assist in preparing and formatting presentations.
• Adapt meticulously to shifting priorities within and outside office hours.
• Proactively anticipate needs and respond efficiently.
• Manage multiple administrative projects simultaneously, ensuring timely completion.
• Handle sensitive and confidential information with utmost discretion.
• Provide fundamental administrative support such as faxing, filing, and copying.
• Perform additional projects as assigned.

Qualifications and Requirements

• 7 to 10 years of executive administrative experience supporting senior-level executives, external guests, and internal assistant teams.
• High school diploma is mandatory; Associate's or Bachelor's degree preferred.
• Exceptional phone etiquette and management skills.
• Absolute discretion in managing sensitive information is critical.
• Advanced skills in Microsoft Word and Outlook, with proficiency in PowerPoint and Excel.
• Experience using automated expense tracking systems and online travel management platforms.
• Capacity to thrive in a fast-paced environment and manage interactions under demanding conditions.
• Strong interpersonal, communication, and decision-making skills, including the ability to anticipate needs independently.
• Highly resourceful, proactive, and diligent.
• Team-oriented attitude, willing to assist colleagues proactively.
• Willingness to work overtime and be available as necessary.

Compensation and Work Schedule

The role offers an annual salary between $100,000 and $120,000, depending on experience, plus a discretionary bonus. Working hours are from 8:00 AM to 5:00 PM with flexibility as required.