AR438 - Part-Time Business Assistant - SoHo, NYC

Business Assistant

A boutique cross-border advisory firm operating across New York, London, and the UAE is seeking a highly capable part-time Business Assistant to support its founder and CEO. Applicants must be physically based in NY, NJ or CT, as occasional in-person meetings are required. This is a sophisticated role for someone who is deeply organized, discreet, and genuinely comfortable working in a fast-paced, internationally focused environment. The majority of the work can be performed remotely, with occasional in-person meetings in SoHo.

Approximately two days per week, with availability to take on additional hours during busy periods

Primarily remote; occasional in-person meetings in SoHo, Manhattan

Coordination across New York, London, and UAE time zones required

Diary and calendar management, including cross-time-zone scheduling (New York, London, Riyadh); proficiency with Teams, Zoom, Google Meet, and Webex

Inbox triage and management: logging, sorting, and organizing incoming correspondence and files

Structured note-taking in meetings using AI tools; capturing and preparing briefs ready to action immediately afterward

Maintaining accurate meeting summaries and drafting scopes of work for distribution to project managers across active workstreams

Building and maintaining project-specific digital filing systems

Reading and summarizing contracts, scopes of work, and advisory agreements; flagging key terms and obligations

Drafting briefs and scopes of work for external advisors (AI-assisted)

Following up with external advisors through to project completion

Producing org charts of the company and ownership structures using AI tools

Producing research presentations on legal and tax matters using AI tools

Coordinating handover with the UK office and project manager to keep work moving across time zones

Supporting the preparation and tracking of client invoices and engagement letters

Tracking and reconciling business expenses and receipts for the accountant

Company secretarial support: corporate filings, NY Dept of Labor compliance, tax-filing coordination, and record-keeping

Management of New York personal and corporate tax accounts

Day-count and travel-day record-keeping, inside and outside the USA

Immigration and travel administration: visas, vaccinations, Global Entry, and green card administration and renewals

Health insurance management: active oversight, claims administration, appointment coordination, and information requests

Vehicle registration, insurance documents, and renewals

Company insurance policy management and renewals

Coordinating onboarding logistics for new team members and contractors

Fluency with AI and productivity tools, including Claude, an AI meeting-notes tool (e.g. Granola), Google Workspace, and Gamma; willingness to work AI-first

Strong technical fluency and comfort with the systems and software that support remote work

Excellent written English with accurate, structured note-taking skills

Highly organized with an audit-minded approach to files and records

Comfortable coordinating across New York, London, and UAE time zones

Background supporting professional-services principals, such as advisory firms or family offices

Signed NDA and a proven record of discretion with high-profile, confidential clients

Absolute discretion with board-level and commercially sensitive matters

Compensation commensurate with experience