A NYC based multi-generational, ultra-high-net-worth Family Office is in need of an Executive Personal Assistant to provide support to the family. This is an excellent opportunity to showcase your talents on a global stage.
In this position you will assist and represent UHNW Family, including:
- General resourcefulness ensures providing smooth and seamless lifestyle requirements for the Principals.
- Manage travel, hotels, flights, private charters and itineraries. Keep the Principals updated on all schedule changes in a timely manner; add and update information as needed; ensure coordination with household staff (drivers, housekeepers, chefs, vendors).
- Assist Principals in planning and coordinating events: choosing venues, guest lists, menus, invitations and working with caterers and outside vendors as necessary.
- Run errands for Principals. Develop relationships with NY stores and manage orders, deliveries and returns as necessary.
- Manage Principals’ medical appointments, doctor visits and any medications. Manage medical charges, claims, and general filings for the Family.
- Maintain and update Principals’ contacts and calendars, scheduling appointments and meetings, ensuring quality and accuracy of all information.
- Establish and maintain files and records. Manage file directories for Family’s personal information, US interests and properties.
- Act as Point Person for US properties, creating and updating house manuals, procedures, maintenance information and cost tracking.
- Manage general maintenance, upkeep, design and/or construction and/or furnishing projects for New York properties, working with Principals and Finance Department, to plan, budget, manage costs and ensure contracts are completed successfully and in a timely manner.
- Management, coordination, and scheduling of household staff and vendors on behalf of the Family and Family Office.
- Work with Property Manager as necessary for property projects at other US locations. Track household maintenance contracts (i.e. landscapers/pool service/air conditioners etc.), equipment and warranties as needed.
- Oversee London and Paris household staff, including HR and scheduling.
- Act as Point Person for London and Paris properties, creating and updating house manuals, procedures, maintenance information and cost tracking.
- Manage general maintenance, upkeep, design and/or construction and/or furnishing projects for London and Paris properties.
- Manage bill pay, categorize expenses, obtain support for expenses as needed for review and approval and submission for payments.
- Work with Finance Department to understand and manage running costs and expenditures in US, London and Paris locations.
- Manage credit card purchases for Family, review with Finance Department.
- Manage petty cash, including annual tipping and gift lists.
- Liaise with overseas Executive Assistants to manage information, create best practices and seamless support globally.
- Handle and manage personal and confidential information. Document management.
- Assist with and manage special projects assigned by Principals.
- Manage personal inventory for US, London and Paris locations, with cataloguing program and photographs.
Requirements
- Minimum 10-15 years providing administrative support to high net worth individual(s).
- Bachelor's degree
- Polite, pleasant, and welcoming demeanor with superb interpersonal skills; extremely discreet, honest and responsible character.
- Professional, who is action-oriented, composed and excels in high standard of deliverables.
- Proactive and identifies new opportunities and makes recommendations.
- Extreme attention to detail.
- Hands on, “roll-up-your-sleeves” mindset.
- Excellent organizational skills.
- Willing to be hands-on and able to manage competing priorities.
- Highly organized and detail oriented with exceptional commitment and dedication to work.
- Exceptional and concise communication skills, both written and verbal.
- Ability to adapt and work in a small team environment.
- Flexibility to be accessible 24/7; ability to prioritize the needs of the Family.
- Valid driver’s license.
- Proficiency in Microsoft Office applications required.
- 5 days in office (near Grand Central location)
- Willing and able to travel to London and Paris for approximately 3 months per year, to support the Family.
