Lead Personal Assistant (Family Office)

LEAD PERSONAL ASSISTANT NEEDED IMMEDIATELY Private Family Office · Midtown Manhattan · Full-Time

** Highly proficient Excel skills are required. When applying, please include your level of proficiency and experience with Excel in previous roles**

POSITION OVERVIEW

Position: Lead Personal Assistant Reports To: Principals Employment Type: Full-Time | Live-Out Office Hours:  Monday-Friday, 9:00 am - 5:00 pm in the office (with a response-readiness from 7:00 am - 7:00 pm, and additional hours as needed). Availability: This is a lifestyle role supporting an active family. While most work takes place during business hours, the ideal candidate understands that family life extends beyond the office. Responsiveness, flexibility, and a service-first mindset are essential. Start Date: ASAP Relocation:  NO - Local candidates only

ABOUT THE FAMILY

A kind, active, international family currently based in Midtown Manhattan, who lives life across time zones, residences, and interests, is looking for   an   exceptional Lead Personal Assistant to sit at the centre of it all. 

The family has 4 children, multiple properties across the U.S. and internationally, extensive travel, and a fully staffed household supported by an experienced, high-functioning family office team. They are looking for someone who enjoys helping others succeed, thrives in a collaborative environment, and takes genuine pride in making life run smoothly behind the scenes.

This is an opportunity to join a respectful, supportive team where humility, kindness, accountability, and excellence matter far more than titles.

THE ROLE

This role serves as the principals' primary day-to-day assistant while helping coordinate the work of two additional Personal Assistants. Success in this position comes from leading by example, not by hierarchy,  setting the tone for the quality and consistency of output across the function, with meticulous execution, proactive anticipation, and reliability in facilitating and communicating complex synchronization of activity. 

The ideal candidate is organized, proactive, calm under pressure, and willing to step in wherever needed. Whether managing a complex travel itinerary, handling confidential correspondence, or helping another team member solve a problem, this person understands that every task contributes to exceptional service.

The principals value people who are dependable, responsive, thoughtful, and committed to ensuring that nothing falls through the cracks, demanding a deep commitment to service and to getting the details right, every time. 

KEY RESPONSIBILITIES

• Serve as the primary point of contact for the principals' personal, household, and administrative matters.
• Coordinate complex calendars, appointments, meetings, and international travel.
• Manage communications with household staff, family office executives, vendors, advisors, and outside professionals.
• Help oversee and coordinate the workflow of two Personal Assistants, providing guidance, support, and ensuring excellent follow-through.
• Maintain meticulously records, files, and administrative systems to support a high-functioning household and professional life 
• Coordinate household projects, property-related matters, and ongoing requests.
• Support property-related administration including coordination with property managers, contractors, and household staff
• Anticipate needs, track outstanding items, and ensure timely follow-through and completion of tasks  so nothing is missed or delayed 
• Handle confidential information with professionalism and discretion.
• Collaborate closely with the family office leadership team and executives across various properties, to provide seamless support across all areas of the family's life.

WHAT WE ARE LOOKING FOR

The right person is someone who naturally puts the team's success ahead of personal recognition. They lead with kindness, communicate with respect, and are happiest when solving problems and making life easier for others.

Ideal candidates will be/have:

• A Team Player
• Approximately 5-7 years of experience supporting a principal, executive, or family within a private home, family office, or similar high-service environment.
• Some experience mentoring, coordinating, or supervising others, even if managing a small team.
• A genuine no-ego, roll-up-your-sleeves mentality and willingness to help wherever needed.
• Exceptional organizational and time-management skills with outstanding attention to detail.
• Strong judgment, discretion, and the ability to manage confidential information.
• Excellent communication skills and confidence interacting on behalf of the principals with senior executives, household staff, and outside professionals.
• A collaborative leadership style that motivates through respect, consistency, and example rather than authority.
• The ability to think strategically, anticipate downstream impacts, and connect how one decision affects multiple moving pieces.
• Quietly confident and approachable while taking on a significant work load
• Strong resilience, adaptability, and the ability to remain calm while managing competing priorities.
• Advanced proficiency in Microsoft Excel.
• A positive attitude, strong work ethic, and genuine commitment to providing exceptional support.

SUCCESS IN THIS ROLE

This role is best suited for someone who:

• Takes ownership without needing recognition.
• Responds promptly and follows through consistently.
• Understands that exceptional service is built on reliability and trust.
• Enjoys being part of a collaborative, high-performing team.
• Leads with humility, kindness, and professionalism.
• Is flexible and understands that supporting a family's lifestyle occasionally requires responsiveness outside traditional office hours.
• Believes that no task is beneath them if it helps the team succeed.

POSITION REQUIREMENTS

• Experience supporting a principal, executive, or family in a private household, family office, or similarly demanding environment.
• Strong Microsoft Excel proficiency.
• Excellent references.
• Legally authorized to work in the United States.
• Valid driver's license with clean driving record.
• Valid U.S. passport with ability to travel as needed.

COMPENSATION & BENEFITS

• Competitive compensation of $165,000-$200,000 , depending on experience; Negotiable for the right candidate.
• Health insurance: Employer contribution provided.
• Travel expenses covered when accompanying the family.
• Long-term opportunity with a respectful, collaborative family office.
• Opportunity to grow professionally while working alongside an experienced, supportive team.