Family Office Executive And Personal Assistant

New York, New York, United States

Ref#: POS-5281

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Private family office seeks an Executive/Personal Assistant (EA) to assist with administrative tasks, organizing events, and managing projects for the Head of the office and for the families which the office supports.  The work of the EA will also encompass special projects and residential oversight tasks pertaining to the families, such as vendor management, assistance with supervision of household resources & staff, and coordination of other family-related activities. 

The responsibilities of the EA will include:

Executive Support

  • Address/route correspondence, inquiries, and phone calls as first point of contact for the Head of Family Office
  • Manage calendars and organize meetings, appointments, and attendance at conferences on behalf of the executive
  • Prepare letters/documents, presentations and spreadsheets
  • Maintain/monitor office’s project & recurring task lists, including financial, investment, tax, charitable, personal family, and other activities
  • Design and oversee file/knowledge management system
  • Implement and maintain procedures/administrative systems
  • Liaise with staff, charitable foundations, suppliers and clients as needed

Family-related Activities & Special Projects

  • Work closely with family member EAs & household staff to provide oversight & support for family personal & residential needs
  • Review/monitor family member daily task requests and assist with coordination of resources required to address them
  • Support the office’s management of cross-functional family projects (construction, IT, charitable activities, etc.)
  • Assist Head of office with oversight of key interdependencies within/across projects and the team
  • Complete projects by assigning work to necessary parties; follows up on results and deadlines as needed

Required Experience/Attributes

The EA will need to develop a high degree of awareness of the needs of the executive, plus those of the families, entities, and charities that the family office supports.

  • Minimum of Bachelor's level degree, 5-7 years of related experience preferred
  • Strong organizational skills, with the flexibility to move quickly from one task to another
  • Discretion and trustworthiness - displays acute sensitivity to confidential information
  • Adaptable demeanor – capable of applying tact and diplomacy in all circumstances
  • Ability to take initiative and proactively anticipate needs of the executive and the family
  • Effectively identify problems as they arise, creatively determine solutions, identify next steps, and communicate with key stakeholders
  • Comfortable making appropriate decisions and escalating issues with sound judgment
  • Experience in event planning and/or project management is a plus
  • Working knowledge of standard office management software (Microsoft Office, Word, Excel, PowerPoint, etc.)