Executive Personal Assistant

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

Benefits offered by this job

Health benefits

401(k) plan

Paid vacation

Complimentary lunches

Job summary

Career Group seeks an exceptional Executive Personal Assistant to support the President and Principal in a fast-moving, international environment. The EA will manage time, communications, and logistics across multiple time zones with discretion and professionalism.

The role covers personal assistant tasks, office management, and catering coordination, with hybrid work in Midtown East, NYC. Candidates should have 10+ years of senior EA experience, strong calendar mastery, travel planning, and

Qualifications

• 10+ years of senior level Executive Personal Assistant experience in VC/PE/family offices.
• Proven ability to manage global calendars and travel across time zones.
• Impeccable discretion and confidentiality is essential.

Responsibilities

• Expertly manage complex calendars across global time zones.
• Coordinate multi-city travel including flights, hotels, visas, and ground transport.
• Oversee office management, catering, and vendor coordination.
• Serve as gatekeeper and primary point of contact for principals.
• Communicate with polish and professionalism on behalf of the principals.
• Support across multiple businesses with differing demands.

Skills

Executive support

Time-zone management

Discretion & confidentiality

Calendar management

Travel logistics

AI productivity tools

Interpersonal maturity

Written & verbal communication

Degree

Education

Bachelor's degree

Tools

MS Outlook

Slack

Job description

A global venture capital / multi-family office is seeking an exceptional Executive Personal Assistant to support the President and Principal.

This is a unique opportunity for a career assistant who thrives in a fast-moving, international, intellectually rigorous environment. The EA will be indispensable in helping them manage time, communication, and logistics across multiple time zones and business interests.

The scope of the role will also handle a lot of Personal Assistant tasks, office management, and catering requests.

• Schedule & Location: Midtown East (near Central Park), New York, NY.
• Work Arrangement: Hybrid - 4 days in-office / 1 day remote weekly. Fully remote during the final two weeks of August and the final two weeks of December.
• Hours: 8:30 AM – 5:30 PM / 9:00 AM – 6:00 PM schedule, combined with an off-hours responsiveness mindset to support fluid international travel schedules.
• Base Salary commensurate with experience: $150K – $200K + discretionary bonus
• 100% employer-paid health benefits, 401(k) – no match currently, 3 weeks paid vacation, and complimentary lunches a few days per week.

Key Responsibilities

• Expertly manage complex, ever-changing calendars across global time zones (true “time-zone ninja”).
• Order and track office supplies, snacks, beverages, vendors, catering, working with the chef for meals, etc.
• Maintain absolute command of executive priorities and ensure both principals are operating at peak efficiency.
• Serve as the gatekeeper, liaison, and first point of contact for internal and external stakeholders across the globe.
• Provide polished, impeccable communication on behalf of the principals.
• Coordinate highly complex, multi-city global travel including flights, hotels, visas, ground transport, and meeting logistics.
• Understand and anticipate personal preferences (hotel types, amenities, dining preferences, etc.).
• Proactively confirm all details—e.g., call ahead to ensure rooms are ready, amenities placed, and contingencies prepared.
• Manage confidential documents and information with absolute discretion.
• Support across multiple businesses and entities with differing demands.
• Utilize AI tools to streamline workflows; willingness and curiosity to continually improve systems.
• Support personal matters as trust builds, where professional and personal domains naturally overlap. Everything from haircuts to personal travel to doctor’s appointments.
• Contribute to a positive, polished, and professional office environment.
• Align seamlessly with the principals' high standards, high expectations, and need for excellence.

Qualifications

• 10+ years of senior level Executive Personal Assistant experience, ideally in venture capital, hedge funds, private equity, family office, or similar environments.
• Proven success supporting highly demanding executives with global schedules.
• Impeccable discretion and confidentiality.
• Experience coordinating international travel and visas.
• Mastery of MS Outlook, Slack, and an interest in learning or using AI productivity tools.
• High EQ, judgment, and interpersonal maturity.
• Polished written and verbal communication; strong client-service instincts
• Degree required