new york area

Personal Assistant needed in NYC

Personal Assistant | Job Description

A dynamic private family office is looking for an organized + resourceful Personal Assistant to support the principals and become an integral part of the office team. Ideal candidates are solution oriented, have a can-do attitude and think quick on their feet. General working hours are Monday – Friday, however flexibility over the weekend is needed.

Responsibilities include but are not limited to:

• Oversee all requests from principals in an efficient and timely manner; communicate and update on status until project/task completion
• Remain up-to-date on all events, activities, cultural happenings that might interest principals – update regularly, be anticipatory for last minute requests + needs
• Support flight + travel efforts – updating travel manifests in real time, informing team of all updates + changes
• Liaise with household staff: informing of schedules, schedule changes and providing support as necessary
• Event planning: support COS in the planning of all major events: oversee and confirm guest list, tracking schedules, deadlines + budgets
• Support family office in all manners of organization, working with current document management systems to keep projects and files up-to-date and easily sourced
• Manage vendor contracts + NDA, oversee signatures and organization of documents
• Assist with accounting needs, help manage invoice tracking + approvals
• Assist with special project as needed

Key skills:

• Discretion + confidentiality
• Excellent communication skills – both well-spoken and well-written
• Centered + grounded – thrives in situations others might find stressful
• Ability to be proactive + take initiative
• Solutions oriented – able to work through actionable decision to solve challenges
• Impeccable eye for details
• Keen interest + curiosity about what’s “in the now” – including restaurants, theater, art and other cultural events

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