Executive Personal Assistant

Glocap; New York (NY); Hybrid; USD 120,000 - 160,000; Full time

Job summary

An established industry player is seeking an Executive Personal Assistant to support a high-profile individual. This role demands exceptional organizational skills and the ability to manage a variety of personal and professional tasks with discretion and professionalism. The successful candidate will thrive in a fast-paced environment, ensuring seamless day-to-day operations while managing complex schedules and travel arrangements. This is a unique opportunity for someone passionate about delivering excellence in a trusted, long-term role within a private family setting. If you are proactive, detail-oriented, and committed to maintaining privacy, this position is perfect for you.

Qualifications

• 5-8+ years supporting high-net-worth individuals or C-Suite Executives.
• Exceptional organizational and multitasking abilities required.

Responsibilities

• Manage the principal's calendar and appointments with precision.
• Coordinate complex domestic and international travel logistics.

Skills

Organizational Skills

Communication Skills

Multitasking

Discretion

Problem-Solving

Education

Bachelor's Degree

Tools

Technology Proficiency

Job description

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This range is provided by Glocap. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$120,000.00/yr - $160,000.00/yr

Our client, a HNW family and family office, is seeking an Executive Personal Assistant to support the Founder/CEO. This role requires exceptional organizational skills, proactive thinking, and the ability to manage a broad range of personal and professional tasks with the highest level of discretion, detail, and professionalism. The successful candidate will serve as the right hand to the principal, managing a complex lifestyle and business interests while ensuring seamless day-to-day operations. This is a rare opportunity for a candidate who thrives in a high-performance environment, has a passion for delivering excellence, and seeks a long-term, trusted role with a private family.

COMPANY: Family Office

POSITION: Executive Personal Assistant

LOCATION: New York, NY (In office 3x week with flexibility)

HOURS: 9:00AM - 5:00PM with flexibility

COMPENSATION: $120-160K DOE + Benefits + Discretionary Bonus

BACHELOR’S DEGREE: Required

Responsibilities of the Executive Personal Assistant:

1. Executive Support & Calendar Management:
   • This role's primary focus is to manage the principal — her time, her energy, her peace of mind, and her deliverables.
   • Act as the primary gatekeeper, prioritizing and managing an ever-changing calendar of appointments, meetings, and engagements across multiple time zones.
   • Serve as the principal's trusted liaison, coordinating with personal, domestic, and professional staff across multiple locations to ensure smooth communication and operations.
   • Preemptively manage the principal’s needs by anticipating issues and ensuring the calendar is optimized for efficiency and productivity.
2. Correspondence & Communication:
   • Draft, proofread, and edit high-level communications including emails, reports, proposals, and formal letters with impeccable attention to detail and tone.
   • Ensure discreet, professional management of all communications, handling sensitive and confidential information with the utmost care.
3. Personal & Professional Travel Coordination:
   • Manage all aspects of complex domestic and international travel, including the arrangement of private and commercial flights, accommodations, ground transportation, visas, and detailed itineraries.
   • Provide on-the-ground support and seamless coordination of travel logistics, ensuring every aspect of travel is managed with precision, even when unexpected changes arise.
4. Estate and Project Management:
   • Oversee the management of multiple properties including coordinating ongoing projects and routine maintenance.
   • Collaborate closely with contractors and staff to ensure projects are completed on time, up to standards, and within budget.
5. Event Planning:
   • Spearhead the planning and execution of high-profile events, from intimate dinners to large-scale family gatherings, overseeing all details from start to finish for a seamless execution.
   • Serve as the point of contact for key projects, managing communications and operational tasks with international partners when needed.
6. Budget & Financial Management:
   • Handle budget management for both household and estate operations, including processing invoices, tracking expenses, and liaising with financial advisors to ensure accuracy and timely payments.
   • Assist in monitoring and optimizing financial resources, ensuring every aspect of the principal's personal and professional expenses are handled efficiently.
7. Personal Work:
   • Manage personal family appointments, children and personal staff's calendars, physical errands in the neighborhood.
   • Ensure the principal’s day-to-day life operates smoothly and efficiently.

Requirements of the Executive Personal Assistant:

1. Bachelor’s degree required; additional qualifications are a plus.
2. 5-8+ years of experience in a similar role supporting high-net-worth individuals or C-Suite Executives, with a proven record of longevity and trustworthiness.
3. Exceptional organizational and multitasking abilities; must be able to prioritize and juggle multiple high-priority tasks seamlessly.
4. Impeccable communication skills, both written and verbal, with a refined understanding of high-level correspondence.
5. Proficiency in technology. Ability to quickly adapt to new tools and systems.
6. Professionalism and discretion are paramount; must uphold the highest level of confidentiality in all matters.
7. Ability to work autonomously while also collaborating effectively with the broader team.
8. Proactive, solution-oriented thinker who anticipates needs and independently resolves issues before they arise.
9. Flexibility to work outside of normal working hours, including occasional travel or weekends as required for special events.
10. Cultural and social awareness that aligns with the principal’s values and lifestyle, with an appreciation for discretion and a commitment to maintaining their privacy.
11. Willingness to work around young children, out of a family home environment on occasion.
12. Verification of identity, education, prior employment, and references may be required.

*The salary range posted for this New York City-based position is a good faith estimate. Actual salary may vary based on several factors, including but not limited to, level, experience, and qualifications for the role.

Seniority level

Not Applicable

Employment type

Full-time

Job function

Administrative

Industries

Individual and Family Services