Administrative Assistant

Job Title: Administrative Assistant - Private Family Office

Location: Upper West Side, NYC (On-site, 5 days a week)

We are seeking a highly organized and service-oriented Administrative Assistant to support the Operations Manager at a high-profile Private Family Office in New York City. This role demands a polished professional who thrives in a high-touch environment and is committed to providing exceptional service and administrative support. The ideal candidate will have a strong hospitality background and an understanding of the nuanced dynamics in event services and working cohesively in a team. You’ll be responsible for handling administrative tasks, managing calendars, coordinating vendor relationships, supporting event planning, and ensuring seamless day-to-day operations. A keen eye for detail and a commitment to maintaining inventories and managing fine assets will be essential. You will collaborate across departments, supporting both the operational and personal needs of the family, while ensuring every aspect of service meets the family’s understated yet refined expectations.

The role requires a team player with strong technical skills to track and manage inventories, coordinate guest services, assist with event logistics, and handle a range of administrative duties. Discretion, professionalism, and a high level of attention to detail are essential.

This is a full-time, on-site role with occasional travel to family properties, including the Hamptons as needed.

Key Responsibilities:

• Provide high-touch administrative support to the Hospitality & Service Operations Manager, including managing calendars, scheduling meetings, and coordinating vendor meetings.
• Assist with hospitality services, guest requests, and event planning, ensuring that all needs are met in a seamless and timely manner.
• Maintain accurate inventories of estate assets, including managing schedules for maintenance and collaborating with other departments on asset tracking.
• Support operational logistics, including running errands, coordinating travel arrangements, and facilitating guest and vendor movements.
• Manage communication with building staff, vendors, and guests, ensuring a smooth and efficient flow of information and services.
• Assist with creating and organizing key documents, preparing reports, and ensuring that all administrative tasks are completed accurately and efficiently.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring. California applicants, please view our Privacy Notice here: https://careergroupcompanies.com/california-privacy-notice/.