EA to Chairman-Growth into CoS-Private Family Office

Job Description

Job Description

The Windfall is partnering with a Private Family Office located in Midtown Manhattan, who is seeking to hire an Executive Assistant to support the Chairman. This boutique office, the Executive & Family require a highly skilled and experienced candidate to manage the office, the day to day of their lives, manage the homes and help with The Board and clients. This is a great opportunity for an experienced Executive Assistant to find their next home supporting an UHNWI and family with COS track in mind! The ideal candidate is someone who is keen to learn from the current COS, take in the true understanding of the responsibilities over time and execute flawlessly. The successful candidate will be highly organized, proficient in managing staff, have extreme attention to detail, capable of learning new technologies, be extremely discreet, confidential and will be excited about joining a small family office! This is working in the office Monday-Fridays, daily hours are 9:00am-5:30pm and with the availability to be accessible outside of normal business hours.

RESPONSIBILITIES:
Personal Support & Scheduling
Manage calendars, appointments, and personal schedules across multiple residences
Coordinate appointments, service providers, and personal errands as needed
Draft and manage personal correspondence (email, invitations thank you notes, etc.)
Travel & Logistics
Plan and coordinate travel for the principal and family (commercial/private aviation as applicable)
Arrange ground transportation, hotel/home readiness, dining reservations, and itinerary details
Maintain traveler profiles, preferences, memberships, and key documents (passport/ID, TSA/Global Entry, etc.)
Manage changes, cancellations, and last minute needs
Multi-Home & Household Coordination
Serve as liaison between the family and property staff/house managers across residences
Support grandparents and their caregivers as needed
Schedule and oversee home maintenance, repair, and seasonal readiness (open/close homes; hurricane/winter prep)
Maintain home inventories (supplies, pantry basics, linens, furnishings) and coordinate replenishment
Support household staffing logistics (coverage planning, onboarding coordination, time-off coverage)
Family Office Administration
Coordinate with advisors (accounting, tax, legal, insurance) and track deadlines
File and track medical insurance claims
Organize and maintain digital/physical files: contracts, insurance policies, property documents, warranties, receipts, etc.
Support bill pay workflow; collect invoices, confirm approvals, submit to finance/bookkeeper or execute payment
Projects, Events & Special Requests
Coordinate family events, celebrations, guests, and holiday logistics
Support philanthropic commitments and related logistics (RSVPs, tickets, acknowledgements)
Manage special projects (moves, renovations, staffing transitions, new vendor onboarding, system setup)
Create simple systems and checklists to keep operations consistent across homes
Communication & Confidentiality
Handle sensitive and private information with the highest discretion
Communicate clearly and respectfully with family members, staff members and friends
Escalate issues appropriately and propose solutions

REQUIREMENTS:
Bachelor’s degree from an accredited institution
10+ years experience supporting a private individual/family, senior Executive, or family office in a high-touch environment
Excellent oral and written communication skills
Extremely strong organizational skills
Proficiency in PC & MS Suite
Experience coordinating multiple residences and vendors (house managers, maintenance teams, service providers)
Strong work ethic and high integrity
Flexibility for evenings/weekends assistance
Ability to manage both big picture planning and day today details
Impeccable attention to detail
Proactive, Reliable, Resourceful
Ability to prioritize multiple tasks

PACKAGE:
$175-200K Base Salary
Discretionary Bonus
100% covered benefits
401k match