Executive/Personal Assistant

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Our client, based in Gramercy, Manhattan, is looking for a Temporary to Permanent Executive\/Personal Assistant to support a renowned Author\/Historian and their household. The role requires someone who operates with genuine independence: who reads a situation, anticipates what is needed before being asked, exercises sound judgment under pressure, and takes full ownership of outcomes rather than waiting for instruction. The successful candidate will work out of a home office in a family brownstone in NYC, effectively serving as the right hand to a busy public figure - managing the operational, administrative, and logistical complexity of their professional and family life so that nothing falls through the cracks. This requires someone to be on-site Monday through Friday and the hours are 9am-6:30pm with flexibility or after hours as needed. Compensation is up to $90K.


What We Need from This Role

• Sound independent judgment - you will regularly need to make decisions on the author's behalf without handholding and get them right.
• A genuinely proactive mindset - anticipating scheduling conflicts, household needs, and family logistics well before they become problems, not reacting after the fact.
• Ownership and follow-through - seeing tasks through to completion, closing loops, and flagging issues before they escalate.
• Discretion and professionalism - this household values confidentiality and calm, capable handling of sensitive personal and professional matters.
• Resilience and composure - comfortable managing multiple moving parts and shifting priorities in a fast-paced, high-touch environment.
  
  
  Key Responsibilities:
  Household & Personal Support
  • Oversee household staff across two homes - scheduling, payroll, and benefits administration - with a firm, organized hand.
  • Partner closely with the PA in the London home office to ensure continuity and no gaps in coverage across time zones.
  • Take initiative on errands, trip planning, and family and college scheduling - thinking several steps ahead rather than responding task-by-task.
  • Deliver polished concierge-level support: personal shopping, private car bookings, tickets, restaurant reservations, and tailoring, anticipating preferences without needing to be reminded.
  • Coordinate shipping and installation of fine art and antiques from auction houses, managing vendors and timelines proactively.
  • Manage petty cash, invoices, bill remittance, and expense reporting in close coordination with off-site bookkeepers and accountants, with meticulous attention to accuracy.
  • Handle medical, property, and automobile insurance claims from start to resolution.
  • Plan and run local and international events - including at exclusive private clubs and other venues - owning every detail from guest lists to menus and florals.
  • Manage the author's calendar and complex travel arrangements, proactively resolving conflicts and rebooking as circumstances change.
  • Act as a firm, capable gatekeeper - fielding calls and protecting the author's writing time and focus without being asked to intervene.
  • Track important family events and milestones and build in the lead time needed to prepare for them properly.
  • Exercise sound judgment to anticipate schedule changes and make sensible, timely decisions on behalf of the author and family.
    
    
    Research & Media Management
    • Catalog and organize bibliographic references for ongoing research projects with rigor and consistency.
    • Manage and grow the author's social media presence with a strategic, editorial eye.
    • Conduct substantive academic research, source materials, build bibliographies, and collate research - bringing genuine intellectual curiosity to the work.
      
      
      Skills and Qualifications
      • Ideally 3-5 years of experience in a Personal Assistant, Executive Assistant, or Chief of Staff-style role, ideally supporting a principal, family, or household with multiple moving parts.
      • A demonstrated track record of using initiative and sound judgment, not simply following instructions.
      • Excellent organizational skills and the ability to manage multiple high-priority tasks simultaneously without dropping details.
      • Strong common sense, mental agility, and a genuinely proactive approach to anticipating needs and changes before they arise.
      • Outstanding communication and interpersonal skills, with the discretion and polish suited to a high-profile household.
      • Proficiency in Instagram, Twitter\/X, Google Suite, and MS Office.
      • Experience in event management and academic research strongly preferred.
      • A calm, solutions-first attitude - someone who brings us answers, not just questions.
        
        
        A1472810NY-Temp_1788285449
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