Executive Assistant

Company Description:

Il Buco Family is a hospitality and lifestyle group founded and led by restaurateur Donna Lennard , spanning restaurants, events, a bakery/commissary, and Il Buco Vita, her artisanal homeware brand.

Job Description:

The Executive Assistant supports the owner in a dual role, providing high-level assistance across both personal and professional matters. The responsibilities of this position are diverse and encompass project coordination, property management, travel planning, calendar oversight, and financial tracking. This role is essential to ensuring the smooth operation of the owners business ventures and personal affairs across New York City and the Hamptons.

The Executive Assistant is a full-time, exempt position that reports to the Owner, Donna Lennard

If interested in applying to this role email your resume and cover letter to View email address on click.appcast.io.

Key Responsibilities

Project & Property Management

• Oversee project management across properties in New York City and the Hamptons
• Manage and maintain apartments and condos, including scheduling repairs and upkeep
• Coordinate staff housing logistics and related communications

Travel & Scheduling

• Arrange and manage complex domestic and international travel itineraries
• Maintain and update the owner's daily calendar; schedule meetings and appointments
• Provide timely updates, reminders, and follow-ups to ensure tasks and deadlines are met

Bookkeeping & Financial Oversight

• Oversee monthly bill payments and manage personal and household financial records
• Balance and reconcile bank accounts
• Maintain financial spreadsheets in collaboration with a personal financial advisor

Personal & Household Support

• Handle personal and household matters, including vendor coordination and service scheduling
• Support photo editing, archiving, and organization efforts
• Manage correspondence via phone, email, and in person on behalf of the owner
• Assist the owner with pet-related needs

Communication & Collaboration

• Serve as a liaison between the owner and the business leadership team to ensure alignment on ongoing projects and restaurant operations
• Collaborate on creative initiatives related to the owners businesses and personal projects, offering input and support during brainstorming and planning sessions
• Uphold a high standard of attention to detail across all business and personal responsibilities

Qualifications

• Proven experience as an Executive Assistant or in a high-level administrative support role
• Demonstrated ability to manage calendars, coordinate travel, and support senior-level executives with discretion and efficiency
• Strong proficiency in Google Workspace, Microsoft Office Suite, and QuickBooks (or other financial/administrative software)
• Exceptional organizational, communication (written and verbal), and interpersonal skills
• Ability to manage multiple priorities and deadlines in a high-volume, fast-paced, and often demanding environment
• Strong judgment and professionalism in handling confidential and time-sensitive matters
• Proactive mindset with the ability to anticipate needs, problem-solve independently, and maintain composure under pressure
• Willingness to accept feedback and implement it constructively
• Availability to work a flexible schedule, including early mornings, evenings, weekends, and holidays, as required
• Willingness to travel between locations (e.g., NYC and the Hamptons)
• Bachelors degree preferred
• Comfort around animals is requiredmust be cat-friendly as the owner has a cat

Physical Requirements

• To ensure a clear understanding of the roles physical expectations, candidates should be able to:
• Sit, stand, and walk for extended periods throughout the workday
• Occasionally lift and carry items up to 25 lbs (e.g., packages, office supplies, or household items)
• Use standard office equipment, including computers, phones, and printers
• Navigate various environments, including private residences and office spaces, which may involve climbing stairs or performing light physical setup tasks
• Travel between multiple work locations as needed (primarily in NYC and the Hamptons)
• Communicate clearly and effectively through verbal, written, and electronic means
• Work in a home environment where a cat is present comfort with animals is essential

The responsibilities of this position may change over time. Il Buco Family Group reserves the right to adjust duties as needed to meet company goals.

Il Buco Family Group is proud to be an Equal Opportunity Employer.