The Role:
A family office is looking for a Personal Assistant to join the current administrative team, providing personal support to the principal as well as administrative support to the family office. Job duties will require flexibility between personal assistance, errands and administrative duties.
Candidates will ideally have a few years’ experience specifically catering to HNW private individuals 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). This is a crucial aspect of the role.
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 extremely responsive, excellent with customer service, have a bright disposition, and be keen to contribute to the team, with the aim to create smooth running of the principals’ life.
Job Title: Full-time Personal Assistant (Hybrid - (the PA must be located within reasonable distance)
Reporting to: The Principal and Senior Personal Assistant
Location: NYC
Hours: Core hours, Monday – Friday, 10am-6pm; the role requires flexibility and a willingness to respond outside of standard working hours, with an “on-call” mindset during both weekdays and weekends; the team will share these responsibilities, rotating evening and weekend on-call coverage, allowing each team member to have some weekends and evenings free.
Salary: $130,000-$160,000/year, DOE; plus a discretionary yearly adjustment and bonus
Benefits: Medical, dental, vision, retirement, PTO, sick days, main federal holidays (although must be flexible to work/be on call if needed)
The Staff: Senior Personal Assistant, Junior Assistant
Primary Home: West Village in NYC
Family Office: Meatpacking District (will be moving to the Flatiron area)
Other Home: Hamptons (where the principal spends most of the summer)
Travel: Within NYC, between the family office and the principals’ NYC home; otherwise, none currently required but flexibility would be a plus
Interview Process: Multi-interview with members of the team
Key Responsibilities*
Please find your primary responsibilities outlined below:
*Please note the below list is not exhaustive.
- Offers comprehensive assistance to principal and senior staff
- Provide administrative support as needed in coordination with the 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/medical 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 team
- 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 authorized to work in the U.S.
- Proven work experience as a personal assistant for HNW private families
- Knowledge of office management systems and procedures
- MS Office and English proficiency, Spanish speaking is a plus
- Outstanding organizational, problem-solving, and time management skills
- Up-to-date with latest office equipment and applications
- Ability to multitask and prioritize daily workload
- Excellent verbal and written communications skills
- Discretion and confidentiality
- Happy to undergo a criminal background check and credit check (as is legally allowed)
- Excellent references required from both current and previous employers
