Personal Assistant

Personal Assistant

We are seeking a highly organized and proactive professional to support a NYC-based principal and his spouse, both of whom maintain demanding executive schedules. The role sits within a small, collaborative principal support team and reports to a senior member of that team. Direct day-to-day interaction with the principals is limited, so the role calls for someone who can take direction with minimal guidance, anticipate needs, and document their work clearly so the team and principals stay informed. The role is centered on household and personal operations, with a smaller component of administrative support. Both principals travel and the calendar runs at a high volume of moving parts year-round.

Responsibilities include but are not limited to:

• Coordinate complex domestic and international travel, including visa procurement, layered itineraries, and contingency planning (booking and cancelling backup flights, tracking boarding passes and confirmations)
• Heavy detailed calendar management for both principals' social calendars, with meticulous recordkeeping across calendars, itineraries, and tracking documents
• Manage household employees and vendors, including scheduling, communication, and oversight of regular maintenance and improvement projects
• Pet care management: coordinate vet appointments, grooming, dog walkers, and pet sitting during principals' travels
• Personal financial administration: process and track medical bills, manage bill payment, reconcile receipts, and prepare expense reports
• Coordinate social arrangements, RSVPs, gifting, and personal correspondence
• Run personal and professional errands

Executive administrative support:

• Prepare detailed personal travel itineraries
• Manage logistics for select personal and family-related meetings and events
• Compile personal expense reports
• Screen and respond to mail, phone calls, and emails, tailoring tone to recipient

Qualifications:

• 2+ years of experience as a personal assistant supporting C-suite level principal
• Self-sufficient and highly organized, with a strong instinct for managing up and surfacing issues before they become problems
• Exceptional attention to detail across a high volume of personal and professional details simultaneously; accuracy is essential
• Strong writing skills, including detailed status updates on house projects for the principals' review
• Comfortable documenting and showing proof of work given limited principal visibility
• Strong proficiency in data entry and information management across multiple platforms, with consistency and discipline in recording and updating information
• Able to build and maintain regimented business processes and reminder systems
• Sound judgment and complete discretion with sensitive personal and professional information; trust is foundational
• Strong time management with the ability to work effectively both in-office and remotely while staying plugged into key meetings
• Calm, low-key presence in the office
• Valid Driver's License (ability to drive a manual transmission is a plus); comfortable with occasional light lifting; at ease with and no allergies to a small dog
• Available outside normal work hours when needed; willing to run personal and professional errands outside of the office
• Eligible to work in the United States
• Mid or lower Manhattan residency a plus

Please submit your resume for consideration! We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. California applicants, please view our Privacy Notice here.