Executive Personal Assistant

COMPANY: Family Office

POSITION: Executive Personal Assistant

LOCATION: New York, NY (in office 3-4 days per week)

HOURS: 8:00AM-5:00PM with flexibility as needed

COMPENSATION: $100-120K (DOE) + Discretionary Bonus

BACHELOR'S DEGREE: Preferred

 

Our client is a family office based in NYC. They are seeking a dynamic and enthusiastic Executive Personal Assistant to support two Principals and their families. The core responsibility of this position is to provide administrative and operational support in a dynamic environment while maintaining the utmost discretion. The ideal candidate will have a proven track record of working with HNWI or in a family office environment.

 

Responsibilities of the Executive Personal Assistant:

-Responsible for the daily schedule of one or more individuals; anticipate necessary background materials, directions and other items required for each activity on the schedule 

-Maintain busy calendars, schedule meetings and ensure managers arrive to meetings on time 

-Handle a broad range of duties from day-to-day operational activities to scheduling meetings and correspondence with Ownership, Management and team of EAs

-Meet and greet visitors and clients, answer phones, coordinate conference rooms and meal arrangements 

-Handle a large volume of travel planning including airline reservations, hotel accommodations, car rental reservations, meals, car service arrangements and driving directions as needed 

-Process and track expense reports and reimbursements 

-Produce letters, memoranda, presentations, reports, etc. as necessary; proofread documents for appropriate grammar, punctuation and spelling

-Assist in presentation preparation and formatting 

-Meticulous attention to the managers’ shifting priorities while in and out of office 

-Anticipate needs, responding promptly and accordingly 

-Prioritize and manage multiple administrative projects simultaneously and in a timely manner

-Handle sensitive & confidential information in an appropriate manner without exception 

-Provide core administrative support such as faxing, filing, and copying 

-Perform ad hoc projects as needed

 

Requirements of the Executive Personal Assistant:

-Minimum 7-10 years of corporate executive administrative experience in roles that interfaced with senior level executives, external guests and an internal pool of Assistants

-High school diploma required; Associate’s or Bachelor’s degree preferred 

-Excellent phone manner and management 

-Absolute discretion and appropriate handling of highly sensitive information essential 

-Advanced proficiency in MS Word, Outlook and proficiency knowledge in PowerPoint and Excel 

-Experience and proficiency working with automated expense tracking, online travel etc. 

-Ability to perform in a fast paced environment and interact with senior management under highly demanding conditions 

-Excellent interpersonal and communication skills 

-Ability to anticipate needs and make sound decisions with minimal direction 

-Resourceful, proactive, and strong follow through

-Ability to work well in a team environment and be proactive in assisting others as needed 

-Must be flexible to work overtime and be available as needed