Executive Assistant – Confidential Family Office

Career Group; New York (NY); Hybrid; USD 150,000 - 200,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

401(k)

PTO

Sick time

Job summary

Career Group is seeking a highly organized Executive Assistant for a confidential family office in New York. Hybrid schedule with remote flexibility during Principal travel; you will directly support the principal and assist with broader family office administration in a fast‑moving, high‑touch environment.

You will manage calendars, travel, expenses, and key correspondence, coordinate with advisers and family members, and maintain meticulous records while ensuring deadlines and follow‑ups are

Qualifications

• Approximately 5+ years of executive assistant or high‑level administrative experience.
• Experience supporting executives in fast-paced environments such as VC, PE, financial services, or family offices.
• Exceptional organization, attention to detail, and follow‑through.
• Polished, professional communication skills.
• High level of discretion and sound judgment.
• Comfortable across time zones and supporting an extensively traveling executive.
• Proactive, patient, resourceful and able to operate independently.
• Strong technology, spreadsheet, and productivity skills.

Responsibilities

• Manage a complex calendar, meetings, travel arrangements, expenses, and selected correspondence.
• Coordinate across advisers, service providers, family members, and other stakeholders.
• Maintain organized records, trackers, deadlines, and recurring obligations.
• Follow up on outstanding items and ensure completion of matters.
• Prepare meeting materials, agendas, notes, and action items.
• Assist with personal and family administrative matters, including travel docs and insurance.
• Organize confidential documents with discretion and build streamlined processes.
• Anticipate needs and proactively identify scheduling and administrative priorities.

Skills

Organization

Attention to detail

Discretion

Professional communication

Follow-through

Time zone coordination

Independent work

Tools

Spreadsheet software

Productivity tools

Job description

Executive Assistant – Confidential Family Office

Compensation:

$150K–$200K base depending on experience + discretionary bonus, medical/dental/vision benefits, 401(k), PTO, and sick time.

Schedule

Hybrid, with flexibility to work remotely while the Principal is traveling.

A private, globally active family office is seeking a highly organized, discreet, and proactive Executive Assistant to provide dedicated support to the principal and assist with broader family office administration. This is a hands‑on role ideal for someone who thrives in a high‑touch, fast‑moving environment and is comfortable supporting an executive who travels extensively.

The EA will serve as a central point of coordination, helping manage the Principal’s day-to-day priorities while ensuring important administrative matters, deadlines, and follow‑ups are handled seamlessly.

Key Responsibilities

• Manage a complex calendar, meetings, travel arrangements, expenses, and selected correspondence
• Coordinate across advisers, service providers, family members, and other key stakeholders
• Maintain organized records, trackers, deadlines, and recurring administrative obligations
• Manage follow‑up on outstanding items and ensure matters are carried through to completion
• Prepare meeting materials, agendas, notes, and action items
• Assist with personal and family administrative matters, including travel documentation, insurance, property‑related requests, and vendor coordination
• Organize confidential documents and information with exceptional discretion
• Develop streamlined processes, checklists, and systems to create structure and improve efficiency
• Anticipate the Principal’s needs and proactively identify scheduling, travel, and administrative priorities

Qualifications

• Approximately 5+ years of relevant Executive Assistant or high‑level administrative experience
• Experience supporting executives within venture capital, private equity, financial services, family office, start‑up, or a similarly fast‑paced environment preferred
• Exceptional organization, attention to detail, and follow‑through
• Polished and professional communication skills
• High level of discretion and sound judgment
• Comfortable working across time zones and supporting an executive with extensive international travel
• Proactive, patient, resourceful, and able to operate independently
• Strong technology, spreadsheet, and productivity skills

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