Overview

We are looking for a sharp, dynamic Personal Assistant to coordinate household operations for a private family. The core function of this PA will be to align staff schedules, residential projects, and property preparation with the family’s complex day-to-day lives and larger travel needs. This PA will ensure properties are well-maintained, systems are in good working order, and capital projects are well-managed by liaising between household staff, third party vendors, and contractors across 3 properties, including one primary residence in Manhattan and two secondary residences.

This PA will report to the Principals’ lead EA but coordinate regularly with the Principals’ other assistants, property managers, and the rest of the family office team. While this role is mostly based out of the office, there will be occasional travel to the family’s properties.

Please note: The ideal candidate for this role will possess strong administrative skills, akin to those of an Executive Assistant or Personal Assistant. Additionally, they should excel in collaborating with other team members to manage the overall operations of the family's daily life. This is notan in-residence House Manager role.

• Predominantly Monday-Friday normal business hours with flexibility
• Some light travel may be requested 
• Client will prioritize local candidates but may consider relocating someone for this role

Key Responsibilities

Property Management

• Protocol Standardization – Develop and maintain manuals, preference logs, procedures, and checklists for each property. Assume responsibility for ensuring each residence has a consistent feel and that all staff understand and execute upon the Principals’ preferences.
• Household Inventory – Develop inventory and ordering systems for all household supplies, and coordinate with household staff to ensure inventory is well-managed.
• Maintenance – Create maintenance logs for each property and coordinate with property managers to ensure all systems are serviced on a regular basis. Coordinate with property managers to address maintenance issues as they come up in real time.
• Vehicles – Coordinate with household staff to ensure all vehicles are serviced at proper intervals, cleaned on a regular basis, and ready for use as needed.
• Security – Understand each property’s unique security needs and work with security consultants in ensuring the appropriate systems are installed and maintained.
• Event Management – Partner with contractors and assist in the planning, setup, organization, and seamless orchestration of small- to large-scale events at each property.
• Preparation – Ensure properties are ready for use ahead of the family’s visits. Coordinate with onsite teams and personally travel to secondary residences when necessary.

Cross-Team Coordination:

• Management – Serve as the point-of-contact between household staff and the Principals. Coordinate with the lead EA to define staff roles, provide clear directions, and monitor work product.
• Staffing – Monitor and proactively manage staffing needs, shortages, or overscheduling. Drive the recruiting and hiring process for the household team. Develop and update training programs for new/existing employees to ensure the highest service standards at all residences.
• Scheduling & Staff Travel – Collaborate with the lead EA to build residential staff schedules to support the Principals’ schedules and ensure appropriate coverage.

Qualifications

• Preferred 3-5 years of experience in an Executive Assistant or Personal Assistant role, with a significant property management component.
• Strong organizational skills to help prioritize and execute a high volume of projects.
• Excellent communication, problem solving, and interpersonal skills.
• Extremely process- and detail-oriented.
• Proficient in both Google Suite and Microsoft Office Suite.
• Must hold the confidentiality and safety of their private employer in the highest regard.

Compensation

• $120,000-$150,000 plus full benefits