Executive Coordinator

Job Description

Job Description

Executive Coordinator | Family Office

Position Overview

A growing family office is seeking a highly organized and execution-focused Executive Coordinator to support senior leadership across a broad range of office, residence, travel, event, and project-based responsibilities.

This role is ideal for someone who is highly detail-oriented, proactive, and comfortable managing multiple priorities in a fast-moving environment. The scope is intentionally broad and will continue to evolve over time as the right candidate demonstrates strong judgment, ownership, and follow-through.

Responsibilities:

• Support day-to-day operations and upkeep of residences in New York City and London
• Coordinate maintenance, vendors, household provisioning, groceries, and related needs
• Provide backup support for a Greenwich, CT residence as needed
• Ensure residences remain organized, well-maintained, and properly supported

Travel Planning & Logistics

• Research, coordinate, and execute complex domestic and international travel
• Arrange private aviation, commercial flights, accommodations, dining, transportation, and curated activities
• Anticipate needs and manage details to ensure seamless travel execution
• Track confirmations, itineraries, preferences, and follow-up items

Event & Hospitality Coordination

• Assist with planning and executing private dinners, gatherings, and events
• Coordinate chefs, service staff, vendors, deliveries, and logistics
• Support preparation, guest experience, service flow, and post-event follow-through
• Maintain a high standard of presentation and attention to detail

Project-Based Support

• Support a wide range of operational projects and family office initiatives
• Turn loosely defined requests into organized action plans
• Track deadlines, priorities, and open items across multiple workstreams
• Maintain systems, documents, trackers, and follow-up processes

Qualifications

• Prior experience supporting senior executives, private households, family offices, or UHNW principals preferred
• Strong organizational skills and meticulous attention to detail
• Comfortable operating without fully defined processes and building structure where needed
• Able to manage shifting priorities, competing deadlines, and multiple stakeholders
• Strong written and verbal communication skills
• Discreet, professional, and sound in judgment with confidential information
• Proficient with Excel, documents, project trackers, and administrative systems
• Experience coordinating vendors, travel, events, household operations, or residence-related logistics
• Calm, resourceful, and solutions-oriented in fast-moving or unstructured situations
• Flexible and willing to step in wherever needed
• Comfortable using modern tools, including AI, to streamline workflow and improve efficiency

Ideal Candidate

The ideal candidate is polished, proactive, and highly capable behind the scenes. They should enjoy organization, execution, and problem-solving, with the ability to manage details across both family office and private lifestyle needs. This person should be comfortable supporting senior stakeholders, working discreetly, and ensuring nothing falls through the cracks.