Executive Assistant to Real Estate Holding Company Principal

Established New York real estate holding company seeks combined Executive Assistant / Office Manager for its West Palm Beach office. The firm has an outsized, established commercial presence in New York and is moving into mixed use and multifamily in Florida with a small office footprint. The Executive Assistant will represent the Principal locally, run this location, and liaise with the NYC EA and other key stakeholders – business contacts, professional advisors, personal relationships, including the Florida house manager.

Make sure to apply quickly in order to maximise your chances of being considered for an interview Read the complete job description below.

Requirements

• At least five years supporting a senior executive

• BA/BS from US college

• Polished, cordial and composed, and at ease with high-net-worth investors and business associates

• Proactive, with sound judgment about when to act on your own and when to check in

• MS Office, comfort with Apple products

• Bookkeeping experience is a plus, especially expense reconciliation, invoice tracking and keeping a finance ledger

• Comfort using AI tools to work more efficiently is a plus

• Within commuting distance of West Palm Beach

Responsibilities

• Screen calls and email, handle what you can independently, and flag what needs the Principal's attention

• Coordinate calendars and meetings with the Principal's assistant in Manhattan

• Serve as a warm, responsive point of contact for investors, business associates and personal contacts

• Track ongoing projects and prepare priorities for regular review with the Principal

• Maintain contact databases, correspondence, holiday lists and event lists

• Run a welcoming, well-organized office, including supplies, the kitchen, service contracts, invoices and budgets

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• Arrange meals, catering and meeting hospitality

• Coordinate technical support and equipment maintenance

• Work with the house manager on household schedules, vendors, repairs and maintenance records

• Manage vendor accounts, reconcile monthly credit card expenses, and organize bills and invoices for approval

• Track household staff schedules, timekeeping, vacations and reimbursements

• Purchase household supplies and technology, including Apple devices

M-F 9am-5pm

$120K–$150K/year based on experience, plus health insurance and 401(k)