Executive Personal Assistant

Job Description

Executive & Personal Assistant

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Location: Primarily on-site in New York City, with flexibility for same-day travel throughout NYC to support business and personal priorities as needed.

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Availability: This role requires a highly responsive mindset, with flexibility to provide support outside traditional business hours when necessary.

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About the Role

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We are seeking an exceptional Executive & Personal Assistant to provide comprehensive support to a senior executive across both personal and professional priorities. This is a highly trusted role that serves as a true extension of the executive, ensuring that day-to-day responsibilities, logistics, household matters, and business commitments are executed seamlessly.

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The successful candidate will take ownership of a wide range of personal affairs while partnering closely with the executive and their support team to maintain organization, efficiency, and continuity across all aspects of the executive's life. The ideal candidate is resourceful, proactive, highly organized, and capable of handling confidential matters with absolute discretion. They possess a strong service mindset, exceptional attention to detail, and a natural ability to anticipate needs before they arise.

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Key Responsibilities

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Personal & Lifestyle Management

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• Serve as the primary point of contact for a broad range of personal matters and day-to-day lifestyle management.
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• Manage personal and family calendars, appointments, commitments, and scheduling needs.
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• Coordinate family logistics, including travel arrangements, educational commitments, healthcare appointments, special events, and personal engagements.
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• Oversee household operations and maintain relationships with household staff, vendors, contractors, service providers, and personal contacts.
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• Research, source, and coordinate reservations, memberships, experiences, and personal services.
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• Manage gifting, personal shopping, purchases, returns, special requests, and errands as needed.
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• Coordinate personal events, celebrations, vacations, and other family-related activities.
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• Track and manage personal projects from inception through completion, ensuring all details are executed seamlessly.
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• Handle sensitive personal matters with professionalism, discretion, and sound judgment.
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• Anticipate needs, identify potential issues, and proactively implement solutions before they arise.
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Travel & Real-Time Coordination

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• Coordinate personal and business travel arrangements, including flights, accommodations, transportation, itineraries, dining reservations, and related logistics.
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• Manage last-minute schedule changes and travel disruptions with urgency and professionalism.
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• Prepare detailed itineraries and ensure all travel arrangements are executed smoothly.
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• Provide real-time support while the executive is traveling and remain available to address time-sensitive matters.
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• Coordinate local transportation and logistics throughout New York City as needed.
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Executive Support

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• Partner with the executive and executive support team to ensure efficient management of business priorities.
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• Manage a complex and evolving calendar, balancing meetings, travel, and personal commitments.
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• Prepare meeting materials, agendas, briefing documents, and follow-up items.
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• Draft and manage correspondence on behalf of the executive.
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• Serve as a liaison with internal stakeholders, external partners, clients, and other key contacts.
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• Track action items, deadlines, and deliverables to ensure timely execution.
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• Assist with presentations, research, special projects, and other business-related initiatives as needed.
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• Maintain the highest degree of confidentiality regarding sensitive business matters.
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Administrative & Financial Support

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• Prepare and submit expense reports and assist with expense tracking and reconciliation.
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• Maintain organized records, contacts, files, and important documentation.
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• Coordinate invoices, payments, subscriptions, and vendor relationships.
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• Conduct research and prepare summaries related to personal and business matters.
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• Manage ad hoc assignments and projects with minimal direction.
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Collaboration & Special Projects

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• Work closely with the executive's support team to ensure seamless coordination across personal and business priorities.
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• Assist with the planning and execution of dinners, events, meetings, and special engagements.
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• Coordinate with external vendors, venues, and service providers.
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• Provide support and coverage as needed to ensure continuity and exceptional service.
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Qualifications

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Required

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• Bachelor's degree required.
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• 7+ years of experience supporting senior executives, high-net-worth individuals, family offices, or similar environments.
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• Demonstrated success managing complex personal affairs and lifestyle responsibilities with exceptional attention to detail.
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• Advanced proficiency with Microsoft Outlook and Microsoft Office applications.
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• Exceptional organizational, prioritization, and multitasking skills.
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• Strong written and verbal communication skills.
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• Proven ability to handle highly confidential and sensitive information with discretion.
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• Resourceful, proactive, and service-oriented with a strong sense of ownership.
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• Ability to anticipate needs and solve problems independently.
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• Comfortable operating in a fast-paced environment where priorities can change quickly.
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Preferred Attributes

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• Experience supporting executives with significant personal and business demands.
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• Strong vendor management and relationship-building skills.
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• Excellent judgment, emotional intelligence, and professionalism.
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• Positive, collaborative, and adaptable approach to supporting a wide variety of responsibilities.
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• Willingness to go above and beyond to ensure a seamless experience for the executive and family.
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