Personal/Executive Assistant To High-Net-Worth Philanthropist/Producer/Board Member

Philanthropist/Producer/Board Member is seeking a new Personal/Executive Assistant to provide discreet, high-level personal/executive administrative support and work out of her family office/townhouse on the Upper East Side (NYC). Each residence has its own house manager so minimal travel involved, maybe some light travel to the Hamptons over the Summer. Candidates must have a minimum of 5-10+ years of tenured PA experience supporting a high-net-worth executive and/or individual and a Bachelor’s degree is required/strongly preferred. He/She should also have experience working with internal staff as well. Open to candidates out of corporate and/or the home. Must be able to pass an extensive background and reference check!
Salary depends on experience (120-175k+ base), plus bonus eligibility and one-month paid vacation.
Hours are 9:00am-5:00pm, with flexibility to be reachable before and/or after hours.
5 days/week out of family office/townhouse.
Responsibilities:

• Perform daily administrative support while maintaining the family’s privacy; act as the point of contact for household managers and staff, Family Office, foundations, charities, and various boards and organizations.
• Schedule and organize extensive business meetings, social events, and personal appointments; manage and maintain daily calendars (both business and personal); assist children with appointments as needed.
• Liaise with Family Office regarding accounting and household expenses, household inventories and purchases (art, antiques, jewelry), charitable donations, insurance, etc.
• Assist with internal and external special events, dinners, and holidays, including staffing, invitations/RSVP, flowers, rentals, menus/wine, contracts and payments, table seating and place cards, etc.
• Liaise with the various boards on which the Principal sits.
• Coordinate and assist with special projects and other miscellaneous tasks as requested, such as children’s apartments, furniture moves and changes, and major household purchases.
• Provide discreet and confidential high-level personal/executive administrative and organizational support to high-net-worth Philanthropist/Producer/Board Member.
• Liaise and organize logistics with vendors regarding hotels, ground transportation, flights, spa appointments, meal reservations, etc.
• Coordinate private, domestic and international travel arrangements with both flight operations personnel and captain of yacht. Prepare and provide detailed itineraries, compile necessary travel documentation, and anticipate all transportation needs.
• Serve as the point of contact for household managers and staff, Family Office, foundations, charities, and various boards and organizations.
• Coordinate and oversee medical requirements, including scheduling annual appointments, tests, and lab work, medications and medical supplies, etc.; coordinate information between her team of doctors; assist family with appointments and prescriptions.
• Responsible for filing and archiving, bill monitoring, personal shopping, etc.
• Manage care of family pets.
• Liaise with the non-profit foundation staff regarding correspondence, meetings, events and appointments requiring Principal’s attention.
• Manage daily driver requirements and oversee family chauffeur and daily transportation requirements.
• Liaise with publishing staff regarding correspondence, meetings, events, and appointments requiring Principal’s attention.
• Support and assist Principal and Estate/House Managers with special projects and events, family holidays, staff recruiting, hiring, and any staff issues, repair and maintenance decisions, purchases and inventories, meeting scheduling, personal shopping requirements, IT and telecom, etc.
• Screen and answer phone calls; draft, type, and edit emails and correspondence; receive and distribute incoming mail.

Qualifications/Requirements:

• Bachelor’s degree required/strongly preferred.
• Discretion and ability to maintain family privacy.
• Superior skills in Microsoft Office Suite.
• Superior organizational ability and attention to detail.
• Ability to prioritize multiple tasks in a dynamic, deadline-driven environment.
• He/She should possess problem solving skills and be proactive in managing potential issues.
• Excellent written and oral communication skills/
• Minimum 5-10+ years of tenured PA experience working with a high-net-worth family or individual and multiple households.

If you meet the required qualifications and are interested in this role, please apply today.
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