Executive Personal Assistant

Our client, a high-net-worth individual in the real estate sector, is seeking an Executive Personal Assistant. The ideal candidate will be highly organized, proactive, and detail-with experience supporting a high-profile Principal across both business and personal matters. This role operates within a dynamic Family Office environment and requires seamless coordination with a dedicated Family Personal Assistant to ensure full coverage across all aspects of the principal’s life and household operations. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional judgment and discretion, and has a strong sense of urgency with the ability to anticipate needs before they arise.

COMPANY: Real Estate/HNWI
POSITION: Executive Personal Assistant
LOCATION: New York, NY (Soho)
HOURS: 9am - 6 pm (with the ability to check / acknowledge afterhours communications)
Weekend Coverage: Alternating weekends (in partnership with Family Assistant)
IN OFFICE REQUIREMENTS: 3 days in office / 2 days remote
COMPENSATION: 130-175k base
DEGREE REQUIRED: Preferred

Responsibilities of the Executive Personal Assistant:
Executive & Personal Support
-Serve as the primary point of contact for all matters related to the principal (business and personal)
-Manage and prioritize incoming communications, including emails, calls, and correspondence
-Draft, review, and respond to communications on behalf of the principal
-Provide general administrative and office support as needed
Calendar & Scheduling Management
-Maintain complete ownership of the principal’s calendar, including meetings, appointments, calls, and travel
-Ensure the calendar is strategically organized, forward-thinking, and cohesive with the principal’s preferred style and cadence
-Coordinate closely with the Family Assistant to ensure alignment across family and children’s schedules
-Exercise strong judgment, prioritization, and a high sense of urgency when managing competing demands and last-minute changes
-Distribute clear, edited daily/weekly schedules to relevant team members
Partnership with Team Members
-Work in tandem with the family assistant to ensure seamless coverage across all family office operations
-Maintain constant, clear & prompt communication to ensure alignment between the principal’s and children’s schedules
-Provide cross-coverage during Family Assistant’s absence (and vice versa)
-Support a collaborative, solutions-oriented team dynamic
Travel Coordination
-Plan, coordinate, and book all travel for the principal (domestic and international)
-Manage all travel documentation, renewals, and logistics
-Maintain detailed and accurate travel records and itineraries
Events & Gifting
-Plan and execute business and personal events for the principal
-Manage all business gifting for birthdays, holidays, and any other special occasions.
-Assisting with broader gifting (including but not limited to: collections and gift wrapping).
Expenses & Operations
-Manage expenses, invoices, and vendor coordination in accordance with established protocols
-Prepare and submit necessary documentation (e.g., W9s, vendor forms)
-Maintain organized records and tracking systems
Mail, Deliveries & Errands
-Oversee all incoming and outgoing mail and packages going to the principal’s home & office
-Coordinate couriers and shipments
-Handle physical errands and ad hoc operational needs as required
Ad Hoc & Special Projects
-Take ownership of special projects and initiatives on behalf of the principal
-Remain flexible and responsive to evolving priorities

Requirements of the Executive Personal Assistant :
-Exceptional organizational and time management skills
-Strong sense of urgency and ability to operate in real-time, high-pressure situations
-High level of discretion, professionalism, and emotional intelligence
-Ability to anticipate needs and think several steps ahead
-Excellent communication and interpersonal skills
-Proven ability to work collaboratively while also taking full ownership of responsibilities
-Team player
-Tech-savvy and comfortable managing multiple systems and tools
-Verifications of identity, education, prior employment, and references may be required