Administrative Personal Assistant

Job Description

Why Join Us

This is an excellent opportunity for someone early in their administrative career who is highly organized, detail-oriented, and eager to learn. The role offers direct mentorship from an experienced team of executive and personal assistants. Joining the office offers broad exposure to complex scheduling, travel coordination, events, executive-level support and private office management.

Role Description

The Administrative Personal Assistant will provide comprehensive support to the principal and the office, ensuring smooth daily operations in an on-site role based in New York, NY. This full-time position includes:

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• Calendar, appointment, and logistics coordination
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• Travel support and troubleshooting
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• Administrative support and correspondence
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• Maintaining files and records
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• Expense and project tracking
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• Office operations and supply management
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• Vendor and service-provider coordination
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• Personal and family support requests
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• Research and special projects
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• Cross-functional collaboration with the California team
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• Support event planning and attendee management
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• Relationship management with external partners
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• Confidential handling of sensitive information
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Schedule & Work Environment

This position is based in our New York City office and is expected to be in-office Monday through Friday when requested by the principal. Flexibility to work remotely may be available when business needs permit.

This role requires frequent responsiveness outside traditional business hours, including evenings, weekends, and holidays. The position is supported by a collaborative team, and overtime compensation is provided when applicable.

Compensation & Benefits

Salary: $70,000 - $85,000, depending on experience

Additional Compensation: Overtime eligibility and discretionary bonus

Benefits: Health Insurance, 401(k) Match, Paid Vacation, and Paid Holidays

Company Description

Confidential Private Office is a discreet, high-profile environment that supports the personal and professional activities of its principal and their family. The work setting is fast-paced and detail-oriented, requiring strong organizational skills and adaptability. The office values reliability, integrity, and a high level of professionalism in all interactions. Team members are expected to handle sensitive information with strict confidentiality and maintain polished communication skills.

Qualifications

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• Bachelor's degree or equivalent professional experience.
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• 2+ years of experience supporting an individual or team in a fast-paced corporate, private office, hospitality, entertainment, or similar environment preferred.
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• This is not a traditional 9-to-5 role. The position requires a genuine 24/7 mindset and daily responsiveness outside normal business hours. Candidates must be highly dependable, reachable, and willing to assist during evenings, weekends, holidays, and while traveling when business or personal needs arise.
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• Exceptionally receptive to feedback and committed to continuous improvement; able to quickly incorporate direction, adapt to evolving preferences, and adjust course without becoming defensive or requiring repeated instruction.
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• Excellent written and verbal communication skills with strong email and phone etiquette.
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• Strong organizational skills with exceptional attention to detail and follow-through.
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• Highly resourceful, proactive, and solution-oriented.
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• Able to prioritize competing demands and adapt quickly in a dynamic environment.
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• Comfortable working both independently and collaboratively.
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• Professional, polished, dependable, and composed under pressure.
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• Strong proficiency with Microsoft Outlook, Word, Excel, and Apple iOS devices.
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• Experience handling confidential information with discretion and good judgment.
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• Valid driver's license is a plus.
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• Comfortable working in both office and private residence environments.
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• Manage day-to-day logistics and rapidly shifting priorities for the executive and family, including distributing daily schedules to family and vendors, coordinating transportation, booking appointments, securing dining reservations, placing orders, and managing deliveries. 
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• Coordinate the procurement and replenishment of office supplies, pantry items, and refreshments; maintain a clean, organized, and professional office environment, including end-of-day office reset and tidying. 
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• Provide general administrative support; file documents, regularly update contacts, light tech troubleshooting, ensure devices are maintained, updated, charged, and ready for use at all times, create shipping labels, maintain expense, data and tax-related tracking spreadsheets. 
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• Help monitor office phones, screen and route calls. 
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• Run errands, pick up mail from local PO Box, coordinate lunch and dinner orders, and assist with personal and family needs, including shopping and tailoring. 
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• Manage important date and milestone tracking, including birthday reminders, gift planning, and special occasion coordination. 
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• Coordinate security coverage and scheduling with contracted security personnel based on the family's locations, travel schedules, residences, and event activity. 
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• Take rapid dictation on occasion, utilizing excellent proofreading, grammar, and spelling skills; compose emails and other correspondence as appropriate. 
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• Create and manage event-specific invitation lists, create attendee briefing materials and face sheets; provide onsite event support and staffing as needed. 
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• Conduct project-based research and take on special assignments from concept to execution. 
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• Proactively anticipate needs, identify issues, and drive tasks to completion.  
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• Troubleshoot travel disruptions and requests in real time with calm precision.   
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• Act as a trusted point of contact for urgent needs, updates, pivots, and rapid problem-solving.  
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• Maintain strict confidentiality regarding sensitive financial, legal, and personal matters. 
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