Personal Assistant

Job Description

Position Title: Personal Assistant

Location: New York (onsite)

Position Responsibilities

We are currently seeking a highly capable, discreet and proactive Personal Assistant to provide personal support and oversee day-to-day operation and maintenance of two residences belonging to the Principal, including vendor management, logistics and documentation.

This is a hands-on, execution-oriented role aimed at saving the Principal's time and reducing reliance on the Principal for day-to-day decision making. The role serves as the central point of coordination across vendors, staff, residences, travel, records and personal logistics.

The ideal candidate is organized, resourceful and comfortable problem-solving in real time. They are also adept at knowing when to escalate and/or seek approvals.

Responsibilities include, but are not limited to:

Household & Vendor Operations

• Act as the primary on-site point of contact for all household vendors (property management, housekeeping, HVAC, plumbing, security, AV, landscaping, utilities, pool)
• Coordinate access, work scope, supervise work, confirm completion and resolve issues
• Source new vendors, conduct reference checks, obtain quotes and prepare structured comparisons
• Conduct periodic vendor performance reviews and recommend changes
• Perform regular walkthroughs to proactively identify maintenance, safety and operational issues
• Maintain detailed maintenance calendar for seasonal activities
• Coordinate seasonal openings/closings and prepare homes for arrivals

Staff Oversight & Household Support

• Oversee housekeeper scheduling, task lists and quality control
• Manage inventory of cleaning supplies and household items
• Create and maintain checklists, schedules and documented routines
• Assist with recruiting, onboarding and transitions for household staff
• Provide coverage and light cleaning when needed

Documentation & Records Management

• Work with family office to ensure capture of household, personal, medical, insurance and vendor records
• Manage and maintain documentation within household management systems
• Digitize incoming mail, invoices, contracts and records with consistent filing
• Maintain secure, organized systems for easy access and search
• Handle sensitive materials with strict confidentiality

Personal Scheduling, Logistics & Travel

• Serve as personal scheduling and logistics buffer; proactively track key dates
• Coordinate personal, family and social schedules
• Manage end-to-end personal and family travel (flights, accommodations, ground transportation, itineraries)
• Plan door-to-door logistics for arrivals/departures
• Ensure personal items are prepared in advance of travel or events

Personal Support, Errands & Events

• Run personal errands (dry cleaning, food pickup, prescriptions, deliveries)
• Coordinate vehicle logistics and maintain operational readiness
• Assist with light shopping and occasional meal preparation
• Support planning and execution of family events
• Manage gift sourcing, ordering and wrapping
• Coordinate pet-related needs in partnership with housekeeper

Projects & Cross-Team Coordination

• Collaborate closely with the Principal's Executive Assistant
• Act as project manager for small household projects
• Conduct research for personal initiatives
• Interface with Family Office Team as needed
• Support miscellaneous projects requiring organization and coordination

Systems & Process Ownership

• Maintain and improve household workflows and recurring task systems
• Ensure consistency and continuity across residences
• Serve as first line of organization before escalation

Candidate Requirements

• Bachelor's degree required
• Minimum 5 years of proven experience supporting UHNW individuals or complex households
• Strong judgment, problem-solving ability and follow-through
• Comfortable working independently across multiple locations
• Exceptionally organized and technology-savvy
• High discretion, professionalism and service mindset
• Comfortable with hands-on execution as well as oversight
• Adept with Crestron/Lutron, Sonos and other smart home basics
• Critical thinker with strong problem-solving skills
• Adaptability and flexibility to accommodate changing priorities
• Proactive and self-motivated with strong sense of ownership
• Positive, constructive and friendly attitude
• Comfortable working around a family dog
• Valid driver's license with acceptable driving record; ability to travel to Long Island residence as required

Candidates will be required to sign a Non-Disclosure Agreement.

Extensive and thorough pre-hire screens are conducted to ensure personnel act with expected levels of integrity, professionalism and personal responsibility.

Compensation (New York):

Base salary range: $140,000$175,000. Actual salaries vary based on skills, experience and qualifications. Total compensation may include additional elements and discretionary awards, plus full range of medical, financial and other benefits (401(k) eligibility, paid time off including vacation, sick time and parental leave). At-will position.