Executive and Personal Assistant

This role is for an experienced Executive and Personal Assistant with 7 years working with high-net-worth families. Only candidates living on the east coast with an in-depth understanding of New York City will be considered. 

A high net worth, highly philanthropic principal and her family are looking for a seasoned, top-notch, full-time personal and executive assistant with exceptional communication skills, an eye for detail, and an upbeat, polished and adaptable style. 

The family owns several business entities and chairs several philanthropic organizations, including the areas of real estate development, theater production, economic progress for under-served communities, cancer research, venture capital.

The EA/PA will be liaising with high-level colleagues, friends and board members, so having a personable and astute demeanor is imperative. The role oversees all business relationships and personal plus business projects. Thinking ahead, problem solving, resourcefulness and a keen eye for detail are qualities for success in this role.

Exceptional writing skills are non-negotiable as this person will draft correspondence for the principal and will often need to respond on her behalf. Understanding the importance of diplomacy and delicate messaging is a must. 

Impeccable calendaring experience is imperative as the family travels a large percentage of the time and schedules are ever-changing. This requires substantial collaboration with the head of office for the principal’s husband and helping her balance competing priorities. 

The hours of this position are 8:30am-6:00pm with availability by phone or email after hours and during weekends, when the principals are traveling, for urgent matters, and in the event of an emergency. 

While this is a remote position, there is an expectation for the candidate to be at their desk at their respective home office during business hours. A willingness to visit the NYC residence if necessary and occasional travel to the South Carolina residence will be required for events and meetings.

Full medical, dental and vision benefits upon completion of introductory period.

Responsibilities will include

• Schedule and Calendar management
• Heavy coordination with the principal’s husband and adult sons in the non-profit sector and personal affairs will be required. 
• Management of business correspondence and planning for the principal
• Act as coordinator for family matters, staff communication
• Domestic and international travel arrangements
• Project and event management
• Meeting prep and follow up
• Financial record-keeping for taxes on extensive charitable contributions
• Payroll coordination for staff
• Review and process invoices to the accounting team
• Significant coordination between the staff at both residences to ensure the homes are running smoothly and both principals’ needs are met in both places, is expected.

Requirements

• 7 years working with high-net-worth families
• Personal Assistant Experience for high-net-worth family
• Experience in navigating the responsibilities of working board members
• Experience coordinating with family members and related assistants
• Exceptional writing skills
• Impeccable calendaring skills in a complex multi-calendar situation
• Proficiency in Microsoft Office, Mac, Google suite, Zoom, Teams
• Tech savvy to troubleshoot tech issues
• An interest in basic graphic design is helpful as there will be an opportunity to create event fliers and invites for various small gatherings hosted by the principal