Department Assistant

Personal Assistant

A highly organized, proactive, and exceptionally discreet Personal Assistant is sought to provide comprehensive support to a high-net-worth individual in managing both personal and professional affairs. This is a dynamic, hands-on role for someone who thrives in a fast-paced environment, enjoys being on the move, and takes genuine pride in anticipating needs and making life easier for the Principal and her family. The position involves significant travel between Greenwich, CT/New York City, Florida, and Saratoga Springs, NY.

Key Responsibilities

Calendar & Daily Management

• Manage the Principal's daily, weekly, and monthly calendars, including meetings, appointments, commitments, and reminders.
• Ensure the Principal is fully prepared for all commitments by providing timely briefings, relevant information, and necessary materials.
• View and manage the calendar through a 360-degree, forward-looking lens, proactively identifying potential conflicts, bottlenecks, scheduling inefficiencies, and unnecessary commitments before they arise.
• Anticipate the Principal's needs and thoughtfully structure the calendar to maximize efficiency, minimize disruptions, and allow appropriate time for preparation and transitions.
• Monitor changes throughout the day and proactively adjust schedules as priorities shift.

Travel & Logistics

• Coordinate extensive domestic and international travel, including flights, accommodations, ground transportation, itineraries, and last-minute changes.
• Travel regularly with or on behalf of the Principal between Greenwich/NYC, Florida, and Saratoga Springs.
• Ensure all travel details are organized, confirmed, and communicated in advance.
• Anticipate logistical challenges and resolve issues quickly and discreetly.

Personal & Household Support

• Handle a wide range of personal errands and tasks, including gift shopping, reservations, purchases, returns, and other personal requests.
• Run errands as necessary and assist with day-to-day personal matters.
• Coordinate household services and communicate with vendors, service providers, and household personnel.
• Work closely with household teams to maintain and organize the Principal's wardrobe inventory.
• Help ensure that personal and household-related matters are handled efficiently and to a high standard.
• Ability and liking to plan parties and large gatherings

Administrative & Financial Support

• Prioritize and respond to emails and inquiries on behalf of the Principal as appropriate.
• Assist with administrative and financial tasks, including expense tracking, budget-related activities, and organization of receipts and documentation.
• Scan, organize, and distribute receipts, invoices, bills, and other documents to the appropriate department or team.
• Maintain organized records and systems to ensure information is readily accessible.
• Conduct research and compile information on a variety of personal and professional topics.
• Support special projects and other ad hoc assignments as needed.

Communication & Relationship Management

• Serve as a trusted liaison between the Principal and family members, business associates, household staff, vendors, and service providers.
• Communicate professionally and effectively with individuals from a wide range of backgrounds.
• Build positive working relationships with members of the Principal's broader team and household.
• Exercise excellent judgment regarding what requires the Principal's attention and what can be handled independently.

The Ideal Candidate

• The ideal candidate is polished, resourceful, intuitive, and highly organized, with excellent communication and problem-solving skills.
• They should be comfortable managing multiple priorities, exercising sound judgment, and handling sensitive matters with the utmost discretion.
• The successful candidate will be someone who takes ownership of their role rather than simply completing a list of tasks.
• The Principal values hard work, commitment, loyalty, and people who take genuine pride in what they do.
• This is an environment where team members are expected to be invested in their roles, demonstrate strong follow-through, and contribute wherever needed.
• At the same time, this is a very family-oriented environment that places a high value on having good, trustworthy people around the family.
• Willingness to wear a formal agreed upon uniform to meetings and large events

Requirements

• Previous experience in a private household or high-net-worth experience is strongly preferred.
• Non-Smoker
• OK with dogs
• Exceptional organizational and time-management skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Excellent intuition and the ability to anticipate needs before they are communicated.
• Highly proactive, resourceful, and solutions-oriented.
• Strong written and verbal communication skills.
• Professional, polished, personable, and comfortable representing the Principal.
• Ability to remain calm, flexible, and effective under pressure.
• Exceptional discretion and demonstrated ability to maintain confidentiality.
• Proficiency in Microsoft Office Suite and other relevant software and technology.
• Strong follow-through and a "no task is too small" attitude.
• Willingness and ability to work outside of standard business hours when needed.
• Valid and clean driver's license and passport.
• Willingness and ability to travel frequently between Greenwich/NYC, Florida, and Saratoga Springs.

Salary and Benefits

• Salary is DOE starts at $140 k ++
• Full Benefits
• Travel expenses and accommodations