Job Description
This role provides high-level administrative, personal, and office management support to a prominent private investor (the “Principal”) and his family. The position is critical to ensuring smooth operations across the Principal’s personal and professional life. Based in New York City, the position requires managing multiple tasks, handling reception duties, and overseeing the day-to-day operations of the family office while also offering personal assistance as needed. The Principal and his family travel frequently between residences in NYC, Westchester County, Palm Beach, and Colorado, requiring flexibility and coordination across multiple locations.
The Opportunity In addition to providing comprehensive administrative and personal support, this position will include managing the family office, serving as the primary point of contact for visitors and office staff, and ensuring the smooth running of the office environment. You will collaborate closely with the Principal’s corporate executive assistant and family office personnel, while also managing daily office operations, including reception, office supplies, and vendor coordination.
Key Responsibilities :
- Administrative Support : Handle all administrative tasks for the Principal and family members, including calendar management, travel coordination, phone coverage, and correspondence.
- Reception & Office Management : Serve as the main point of contact for the family office. Greet visitors, manage office access, and ensure the office environment is organized and efficient.
- Scheduling & Travel Coordination : Manage complex scheduling needs, ensuring meetings, travel, and personal commitments are aligned. Arrange travel logistics and itineraries for the Principal and family.
- Personal Support : Assist with personal errands, special projects, and other ad-hoc requests from the family, ensuring all tasks are completed efficiently and discretely.
- Communication & Correspondence : Draft and manage emails, letters, and other communications on behalf of the Principal and family members. Screen and prioritize incoming requests and inquiries.
- Vendor & Contractor Coordination : Liaise with vendors, contractors, personal service providers, and other external contacts to ensure family office needs are met seamlessly.
- Office Supplies & Equipment : Oversee the management of office supplies and equipment, ensuring the family office remains well-stocked and operational.
- Facilities Management : Coordinate with building management and service providers to maintain a professional, welcoming office space.
- Collaboration with the Family Office : Work closely with the Principal’s corporate executive assistant and other family office personnel to ensure smooth coordination across all aspects of the family’s personal and business life.
- Event & Meeting Coordination : Help organize in-office events, meetings, and guest visits, managing logistics, catering, and meeting materials.
Candidate Profile :
- Education & Experience : Undergraduate degree required; 3+ years of experience as an executive assistant, personal assistant, or office manager in a high-net-worth family or corporate environment.
- Organization & Attention to Detai l: Extremely organized and detail-oriented, able to prioritize and manage multiple tasks with precision and care.
- Proactive & Independent : Self-motivated, proactive, and able to work independently while managing multiple priorities.
- Communication Skills : Exceptional verbal and written communication skills are essential to success in this role. Must be able to communicate with discretion and professionalism.
- Technical Skills : Strong proficiency in Microsoft Office Suite and familiarity with other software used in a professional setting. Comfort with technology and systems is key.
- Reception & Office Management Skills : Experience managing a professional office environment, including reception duties, office organization, and vendor management.
- Personal Qualities : Loyal, honest, trustworthy, and discreet. Comfortable working in a high-profile, confidential environment.
Job Tags
For contractors, Work at office,