Executive Assistant - Single Family Office

Executive Assistant – Family Office

Responsibilities

• Act as the gatekeeper, willing to manage in complex situations and make logical decisions in at times possible high stress situations
• Manage contacts and contact databases, including knowing the key internal and external contacts relevant to the family member, maintaining good relationships, entering important notes, clean up, and maintain back up contact databases
• Book personal travel/private aircraft
• Provide family members with seamless administrative coverage and support
• Assist with personal tasks, such as sending invitations and sending gifts
• Be responsible for follow-up items
• Support different senior family members as needed as well as the family office, with possible travel to the family member’s residence if needed
• Understand family members needs, working styles, and preferences
• Manage complex and dynamic calendars; liaise with external parties for communication and on-site scheduling; coordinate among all schedules, calendars and other shared activities, plan and set up appointments and activities proactively and accurately, ensure efficient use of time while enabling family members’ shifting priorities. Coordinate/communicate with staff such as drivers as needed for scheduling

Qualifications

• Proficiency in Microsoft Word, Outlook, OneDrive, SharePoint, and basic Excel knowledge
• 5+ years of experience as an executive assistant, or similar experience in a high intensity office setting, preferably family office environment experience
• Bachelor’s Degree in a related field
• Have initiative and ability to exercise judgment in complex and ambiguous situations
• Diligent and detail oriented
• A natural multi-tasker with strong organizational skills, comfortable wearing many hats in support of a dynamic organization with minimal supervision
• Have excellent work ethic, willing to travel between the NYC and Long Island offices
• Strong time management and task management skills, including ability to triage unexpected priorities
• Strong written and oral communication skills and a professional demeanor
• Must have a proven track record of excellent judgment, discretion, and integrity when managing responsibilities
• Loyal, reliable and dedicated
• Discreet and professional in handling sensitive or confidential information, and maintain high integrity