Billion-Dollar Global Holding Company in Midtown Manhattan is seeking a new Full-Time/Permanent Executive Assistant join its Family Office Executive Support Team. This is a newly created position as they are growing/expanding and need additional coverage! This person will be reporting directly into the COO and will provide administrative and personal support to a variety of executives in the family office, playing a critical collaboration and support role within the team. Candidates must have a minimum of 5-7+ years of applicable high-level executive administrative experience, ideally supporting a C-level executive(s), and a Bachelor’s degree is required. Open to backgrounds/industries! Ideal candidates should be highly organized, sophisticated, mature, efficient, flexible, extremely polished, professional, sharp, accustomed to working in a fast-paced, ever-changing environment, possess excellent communication, interpersonal skills, and be able to deal with sensitive matters and confidential financial information. This is a wonderful opportunity to join an incredible company with a high-profile presence!
Salary depends on experience (120-170k base), plus paid overtime and discretionary bonus eligibility. Amazing benefits!
Hours are 9:00am-5:30pm, with flexibility. Hybrid work schedule (4 days in office / 1 day remote).
Responsibilities:
Work in close partnership with other Assistants in the Family Office to provide support for work overflow and special projects.
Schedule/reschedule and organize extensive meetings and appointments; manage and maintain busy and ever-changing calendars.
Coordinate complex travel arrangements and detailed itineraries; prepare, process, and submit related expense reports.
Manage correspondence and emails.
Conduct research and handle special requests for executives and family members.
Assist with event planning and coordination for personal and social events.
Monitor the charitable inbox and track charitable tax confirmations.
Organize the coordination of check deliveries between different family members, including FedEx labels for outgoing checks and communicating the status of the checks.
Partner with the Family Office Services team to manage relationships with art vendors and deliveries.
Schedule medical appointments and submit corresponding paperwork/insurance claims.
Requirements/Qualifications:
Minimum of 5-7+ years of high-level executive administrative experience, ideally supporting a C-level executive(s); open to industry/backgrounds; prior expertise in hospitality, service industry, or supporting a UHNW individual a plus.
Bachelor’s degree required.
Strong proficiency in Microsoft Office Suite and Google Suite.
Poised, polished, and discrete with sensitive, highly confidential matters.
Uncompromised ethics and integrity.
Outstanding problem solver, resourceful, and quick thinking with exceptional project management skills.
Meticulous and highly organized individual with impeccable communication skills, both verbal and written.
Strong interpersonal skills with the ability to build strong relationships.
A roll-up-your-sleeves mentality and low-ego attitude, with the ability to work flexibly, in a fast-paced environment and on a collaborative team.
Passion for details and providing executive support.
Proven track record of working independently and as part of a team.
Able to handle multiple tasks simultaneously, with confidence and composure.
