Executive Assistant to Principal of Family Office

C-SUITE ASSISTANTS; Fort Lee (NJ); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health Benefits

401K

Paid Vacation

Sick Days

Federal Holidays

Parking

Job summary

A family office in Fort Lee, NJ, is seeking an Executive Assistant to support the Principal in various personal and professional matters. The role requires a minimum of 7 years of experience assisting a C-level executive and excellent skills in Microsoft Office. Responsibilities include handling correspondence, managing travel arrangements, maintaining a daily log, and facilitating communication with staff. This role offers a full-time in-office position with benefits including health, vacation, and 401K.

Qualifications

• Minimum of 7 years of experience supporting a C-level executive.
• Able to confidently speak and negotiate on the principal’s behalf.
• Dynamic and proactive, comfortable in a fast-paced environment.

Responsibilities

• Answer daily mail requests and manage correspondence.
• Maintain a Daily Log of activities and communication.
• Book travel arrangements for the Principal and keep his calendar updated.
• Coordinate and prioritize meetings for the CEO.

Skills

Excellent Microsoft Office skills

Strong communication skills

Confidentiality

Ability to negotiate

Team player

Calm under pressure

Dynamic and proactive

Education

BA/BS from a college or university

Job description

A principal of a family office with a busy life is looking for an Executive Assistant to support him in coordination with 2 other EAs. The EA leaving has held the role for over 20 years and is retiring. The role assists the Principal in all facets of his personal, philanthropic, and professional life. The role is 5 days in office. The office is within walking distance of the GWB.

About the Job:

• Answer daily mail requests regarding – invitations to social events, answering personal business letters, and distributing mail internally
• Keep a Daily Log in Word and put all daily activities there for reference
• Phones– connect the Principal to calls to either his home in Florida or NY or overseas to his cell
• Book Travel arrangements including: commercial flights, charter flights, trains and private drivers. Reserve accommodations (private house or hotel)
• Assist the Principal with selling his art collection; reviewing/labeling files for storage
• Update the Outlook calendar daily and weekly, and send a summarized schedule of the following week to the family and house staff via email
• Interface daily with the Florida house staff with updates and connecting calls, etc.
• Book Dr. appointments and maintain a file system with reports and scans. Call pharmacists to renew prescriptions. Take notes on doctor calls, put in daily log, and share with other doctors when necessary.
• Update Outlook contacts with new people, phone numbers, and notes
• Review credit card statements and mail and invoices with the team. (the bookkeeper takes care of all invoice payments and principal’s finances).
• Have a monthly with the offsite team that updates the Principal’s personal website
• Distribute Op-Ed pieces that the Principal writes to large groups via email about 6 times a year
• Maintain and organize computer files and paper files
• Coordinate and prioritize meetings for the CEO

About You:

• Minimum of 7 years of experience supporting a C-level executive
• BA/BS from a college or university a plus
• Able to confidently speak and negotiate on the principal’s behalf
• Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
• Strong communication skills: written and verbal
• Patient, a team player, polished and remains calm under pressure
• Understand the importance of confidentiality
• Dynamic and proactive, comfortable in a fast-paced environment

Bonus, Health Benefits, 401K, Paid Vacation, Sick Days and Federal Holidays, Parking