Executive Assistant and Family Office Coordinator

Haley Stuart Group; Hackensack (NJ); On-site; USD 110,000 - 145,000; Full time

Benefits offered by this job

Health benefits (medical, dental, vis

401K and profit-sharing

Generous PTO

Job summary

Haley Stuart Group is seeking a Senior Executive Assistant to provide high-level administrative, operational, and personal support for a family-owned commercial real estate company in Bergen County, NJ. The role involves managing the CEO and family members' calendars, handling confidential records, and coordinating personal and aviation travel, along with complex project work.

Responsibilities include financial coordination across multiple properties, document management, vendor liaison, and

Qualifications

• 10-15+ years of Executive Assistant experience supporting senior executives.
• Strong organizational and project management skills with exceptional attention to detail.
• Ability to anticipate needs before they arise.
• Excellent written and verbal communication skills; high level of professionalism and discretion.

Responsibilities

• Provide comprehensive administrative support to the CEO and family members.
• Manage calendars, appointments, reminders, and correspondence.
• Coordinate medical appointments, transportation, and personal matters.
• Maintain confidential family records, including deeds, trusts, wills, HR files, and finance docs.
• Organize electronic and hard-copy filing systems with confidentiality.
• Coordinate private aircraft scheduling, itineraries, and travel logistics.
• Coordinate vendor contracts, payments, and insurance certificates.
• Support annual executive and family events from planning to execution.
• Process invoices and payments using Quicken for multiple properties.
• Coordinate property taxes, education expenses, medical invoices, and banking requests.
• Maintain loan records and other confidential financial files.
• Coordinate maintenance and repairs for multiple residences and liaise with vendors.

Skills

EA experience

Project management

Attention to detail

Communication skills

Discretion

Microsoft Office

Quicken

Tools

Quicken

Job description

We currently have an opportunity for a Senior Executive Assistant to provide high-level administrative, operational, and personal support within a family- owned commercial real estate company in Bergen County, NJ. This position offers a diverse and fast-paced environment supporting the principal and family members while overseeing executive administration, financial coordination, property management, private travel logistics, and special projects. The base salary range for this position is $110-145K.depending upon experience.

What You'll Love About Working Here

• Entrepreneurial work environment
• Comprehensive health benefits (medical, dental, vision)
• 401K and profit-sharing plans
• Generous PTO

Summary of Key Responsibilities

• Provide comprehensive administrative support to the CEO and family members.
• Manage calendars, appointments, reminders, and correspondence.
• Coordinate medical appointments, prescription management, transportation, and other personal matters.
• Document & Records Management Maintain confidential family records, including deeds, trusts, wills, insurance policies, HR files, legal documents, and medical records.
• Organize both electronic and hard-copy filing systems while ensuring confidentiality and accuracy.
• Private Aircraft & Executive Travel Coordinate all aspects of private aircraft scheduling and operations.
• Arrange passenger manifests, travel itineraries, catering, ground transportation, and charter requests.
• Coordinate with flight crew, maintenance providers, and aviation vendors.
• Review aviation invoices and maintain detailed flight schedules and reporting.
• Event Planning & Special Projects Coordinate annual executive and family events from planning through execution.
• Manage vendor contracts, travel logistics, guest communications, transportation, accommodations, and event schedules.
• Support additional projects and special assignments as requested.
• Financial & Administrative Coordination Process invoices and prepare payments using Quicken for multiple residential properties.
• Review invoices for accuracy and maintain organized financial records.
• Coordinate payment of property taxes, education expenses, medical invoices, and other family-related obligations.
• Assist with banking requests, account funding, payroll coordination, and financial documentation.
• Maintain loan records and other confidential financial files.
• Property & Vendor Management Coordinate maintenance and repairs for multiple residences.
• Obtain vendor proposals and certificates of insurance (COIs).
• Serve as liaison with contractors, vendors, and service providers.
• Coordinate seasonal property needs, deliveries, utilities, and ongoing projects.

Qualifications

• 10-15+ years of Executive Assistant experience supporting senior executives
• Strong organizational and project management skills with exceptional attention to detail
• Ability to anticipate needs before they arise
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proficiency with Microsoft Office; Quicken experience is preferred.