Job Description

We are seeking a self-motivated, organized, and detail-oriented professional with experience supporting high-profile individuals or families to serve as a Personal & Executive Assistant. This role requires someone who excels in traditional tasks while also anticipating and addressing unspoken needs and responsibilities. The ideal candidate will demonstrate initiative, have a strong ability to multitask, and consistently prioritize tasks with exceptional attention to detail, tidiness, and neatness.

The Personal & Executive Assistant will operate in a dynamic and unique environment, often executing tasks while the Principal is on calls. Active listening, discretion, and professionalism are essential, as the role involves handling highly confidential information. The Assistant will also take pride in maintaining an impeccably organized workspace and systems to ensure everything runs smoothly and efficiently.

Reporting to:

Chief of Staff to the Executive Chairman

Responsibilities

• Daily Planning: Collaborate with the individual/family to effectively plan daily schedules, ensuring a balance between work, personal life, and leisure activities.
• Personal Care: Assist with personal care needs as required, including scheduling and accompanying to medical appointments, managing prescriptions, and ensuring overall well-being.
• Travel Planning: Organize travel arrangements for both business and leisure, including booking accommodations, transportation, and creating travel itineraries. Prepare the destination or home for the principal ahead of arrival or return.
• Household Management: Oversee household tasks such as coordinating with domestic staff, managing construction, design, maintenance, and ensuring a well-functioning home environment.
• Family Support: Manage the scheduling and coordination of appointments, activities, school pickups, or similar responsibilities, ensuring smooth and efficient routines.
• Social Engagements: Coordinate social engagements, including event planning, vendor communication, guest invitations, and managing RSVPs.
• Personal Shopping: Handle personal shopping requests, including groceries, clothing, and special items, ensuring preferences and needs are met.
• Project Management: Responsible for managing the Principal’s projects, ensuring deadlines are met, and following up on project tasks with executives.
• Administrative Support: Provide administrative assistance, including managing personal emails, organizing documents, and maintaining records.
• Meal Planning: Collaborate on meal planning, dietary restrictions, and coordinating meal deliveries or personal chef services as needed.
• Financial Management: Assist with budgeting, bill payment, and expense tracking while ensuring financial privacy and security.
• Entertainment and Leisure: Arrange entertainment and leisure activities such as booking tickets for shows, concerts, or making restaurant reservations.
• Health & Fitness: Support health and fitness goals by scheduling workouts, organizing fitness classes, and promoting a healthy lifestyle.
• Gift Selection: Carefully select gifts that align with preferences, occasions, and company brand image. Stay updated on the latest trends in gifting.
• Data Management & Organization: Ensure information is secured by completing database backups and developing filing and retrieval systems. Record meeting discussions for historical reference.
• Time Conservation: Conserve the executive’s professional and personal time by reading, researching, and routing correspondence, drafting documents, collecting and analyzing information, and initiating communications.
• Confidentiality: Ensure utmost discretion and confidentiality in handling personal matters, sensitive information, and communications.
• Additional Duties & Special Projects: Carry out additional duties as needed and assist with special projects.

Work Hours and Flexibility

• Standard working hours will be 9:00am-5:00pm, but the role will often extend beyond these times based on the needs of the executive and the company.
• You will be required to work outside of a traditional office setting, including supporting the executive while on the go, from home, and occasionally accompanying during travel.
• Must be available for last-minute schedule changes, travel needs, or event coordination, often requiring after-hours availability.
• A proactive approach to handling tasks in real time, even in dynamic, fast-paced environments away from a computer or outside the office, is critical to this role.
• The Assistant must be reliable, reachable at all times, and able to respond quickly to urgent tasks.

Priority will be given to candidates who are available nights and weekends as needed and can provide the flexibility required to meet the demands of this role.

Please note that the Principal navigates multiple high-level roles in various professional and personal contexts, requiring a professional who can manage shifting priorities with ease and discretion.

Required Skills & Qualifications

• Education: Bachelor’s degree preferred, but not required.
• Experience:
• Minimum of 3-5 years of experience as a Personal, Executive and/or Administrative Assistant, Household/Private Estate Manager, or in a similar role.
• Experience managing 5+ calendars and inboxes
• Experience managing a property
• Skills & Qualities:
• Tech Savvy.
• Punctual, highly methodical and regimented nature.
• Empathetic and caring nature, with a genuine interest in improving the individual's life.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), tools like Asana, Airtable, or Monday.com to manage tasks and deadlines, comfortable learning new technology or software quickly.
• Proactive problem solver and solution-oriented.
• High emotional intelligence; ability to manage emotions, communicate effectively, and maintain positive relationships while ensuring discretion.
• Excellent interpersonal skills and professional written & verbal communication.
• Extraordinary attention to detail and meticulously organized.
• Ability to remain calm under pressure and handle urgent tasks with efficiency.
• Ability to maintain professional and presentable appearance and conduct at all times when representing the employer, both in attire and demeanor.
• A team player with a positive attitude and willingness to take on additional responsibilities as needed.

Compensation

This is a full-time, salaried position with a commitment of 40 hours per week. Compensation amount will be discussed with the candidate. As a salaried position, there will be no overtime pay unless otherwise agreed upon in special circumstances; any form of extra pay will be a reward and not an expectation.

Benefits

• Health, dental, and vision insurance.
• Paid time off and holidays.
• Professional development opportunities.
• 401(k)

Additional Information

This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. The employee will be required to follow any other job-related instructions and to perform any other job-related duties. Open communication and feedback with the Principal is encouraged, especially as the job evolves.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities listed above are essential job functions and requirements and are subject to possible modification to accommodate individuals with disabilities reasonably. To perform this job successfully, the incumbent will possess the skills, aptitudes, and abilities to perform each duty proficiently.

The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Equal Opportunity Employer

The Employer provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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