Full-Time Junior Executive / Personal Assistant

A Family Office is looking for a Junior EA/PA to join the current administrative team for both executive and personal support. The Chairman works in asset management, fashion, and film in the New York area. Job duties will require about 70% personal assisting and about 30% administrative related.

Candidates should ideally have a few years’ experience and be prepared and happy to work outside of hours as demand dictates and be flexible with hours (working later and starting later if time zones require it). They should enjoy working in a team, and 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 excellent with people, have a bright disposition, and be keen to contribute to the team, with the aim to create smooth running of the Chairman’s life and properties.

Candidates will be able to progress within the company or can view this as a “jumping off point” and opportunity to learn the ins and outs of PA work but the company would expect a commitment of a few years.

Job Title: Junior Executive/ Personal Assistant

Reporting to: The Chairman and Senior Assistants

Location: West Village, NYC

Travel: None currently required but flexibility would be a plus

Hours: Core hours, Monday – Friday 45 hours, but flexibility to respond outside of hours required, and an “on call” mentality at least once every 3 weekends (split amongst the PAs)

Salary: From $75,000 DOE, very top $100,000

Benefits: PTO, full health, dental, vision

The Staff: 2 other EA/PAs (alongside full office)

Interview Process: Multi interview with members of the team

Key Responsibilities

• Offers comprehensive assistance to principal and senior staff
• Provide administrative support as needed in coordination with EA/PA 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 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 household teams (properties across the US, NY, LA, FL and The Hamptons)
• 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 able to work within the United States
• Proven work experience as a Personal Assistant
• Knowledge of office management systems and procedures & generally tech savvy
• MS Office and English proficiency, Spanish speaking is a plus (to liaise with household staff)
• Happy to undergo a criminal background check and credit check (as is legally allowed)
• Excellent verbal and written communications skills
• Discretion and confidentiality
• Excellent references required from both current and previous employers

Preferred Qualities

• Outstanding organizational, problem-solving, and time management skills
• Ability to multitask and prioritize daily workload
• Fun personality, friendly and positive
• Unflappable, calm under pressure
• Not overly corporate attitude (not stuffy and cold)
• Interest in restaurants, hotels, bars etc. being “on the pulse”