Executive Personal Assistant

Overview

An entrepreneur and art lover is looking for a trustworthy, organized, and friendly Executive Personal Assistant to support her and her family based in their Manhattan home. This multifaceted role involves coordinating the principal’s and family’s busy schedules, events, staff, properties, and travel arrangements, while enhancing daily routines through efficient management. A candidate who is technologically adept, comfortable around dogs, and responsive is ideal. The position is full-time, working onsite Monday through Friday, with occasional after-hours and event-related flexibility required.

Key Responsibilities

• Provide comprehensive support to the executive and family, managing complex calendars, meetings, and scheduling details.
• Arrange domestic and international travel including flights, accommodations, transportation, and detailed itineraries.
• Handle all forms of communication including emails, texts, and correspondence professionally.
• Assist with personal errands, appointments, gifting, and special projects, anticipating needs and resolving issues proactively.
• Oversee household operations, including vendor coordination, maintenance scheduling, and service provider management.
• Maintain household inventories and arrange for recurring purchases.
• Prepare residences for guests, meetings, and family functions; help plan events and dining reservations.
• Collaborate with household staff, contractors, and external vendors as required.
• Organize and maintain both digital and physical records, important documents, and contacts.
• Track expenses, receipts, invoices, reimbursements, and personal purchases.
• Support family office administration and handle specialized projects and research on vendors, products, and travel options.
• Develop and implement organizational systems to increase efficiency.

Qualifications & Experience

• Minimum of 5 years’ experience assisting executives, entrepreneurs, family offices, or ultra-high-net-worth individuals is preferred.
• Outstanding organizational and time management capabilities.
• Excellent oral and written communication skills.
• Detail-oriented with strong ability to follow through on tasks.
• Comfort managing multiple tasks while maintaining confidentiality and professionalism.
• Self-motivated with a proactive, problem-solving approach.
• Ability to work independently with limited supervision.
• Experienced with Google Workspace, Apple products, and modern productivity software.
• Skilled in utilizing AI tools to optimize organization, communication, research, and workflows.

Desired Personal Traits

• Exceptionally well-organized
• Composed and efficient under pressure
• Highly reliable and quick to respond
• Resourceful and anticipates needs
• Customer-service oriented with a can-do attitude for any task
• Flexible and adaptable in fast-paced environments
• Trustworthy with excellent judgment and discretion

Education & Additional Details

• Bachelor’s degree preferred.
• Experience in personal assistant or family support roles recommended.
• Strong interpersonal and communication skills necessary.
• Proficiency with Microsoft Office and technology savvy.
• Comfortable around dogs.

Employee Benefits

Includes medical insurance and 401(k) retirement plan benefits.