Executive/Personal Assistant

Beacon Hill Staffing Group, LLC; New York (NY); On-site; USD 81,000 - 99,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Time off & family leave

Job summary

Beacon Hill Staffing Group is seeking an experienced Executive/Personal Assistant to support a renowned author in NYC. The role is on-site Monday–Friday, 9:00 am–6:30 pm, with after-hours flexibility as needed.

Responsibilities include household and staff oversight, calendar management, travel planning, and discreet handling of personal matters for the author and family. Ideal candidates have 3–5 years in EA/CoS roles, strong judgment, and exceptional organizational and communication skills.

Qualifications

• 3–5 years in a Personal/Executive Assistant or Chief of Staff role supporting a principal or household.
• Demonstrated initiative and sound judgment, not just following instructions.
• Excellent organization; multitask without dropping details.
• Discretion and polished interpersonal communication for a high-profile household.
• Ability to manage events, research, and travel across time zones.

Responsibilities

• Oversee household staff across two homes including payroll and benefits.
• Coordinate calendar, travel, and complex event planning for author and family.
• Gatekeeper to protect writing time and manage calls and schedules.
• Arrange private car bookings, tickets, dining, and wardrobe and shopping needs.
• Manage financials: invoices, expenses, and liaise with bookkeepers.

Skills

Independent judgment

Proactive mindset

Ownership & follow-through

Discretion & professionalism

Resilience & composure

Calendar & travel management

Communication & interpersonal skills

Social media management

Proficiency in Google Suite

MS Office

Tools

Google Suite

MS Office

Instagram

Twitter/X

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. Our client, based in Gramercy, Manhattan, is looking for a Temporary to Permanent Executive/Personal Assistant to support a renowned Author/Historian and their household. The role requires someone who operates with genuine independence: who reads a situation, anticipates what is needed before being asked, exercises sound judgment under pressure, and takes full ownership of outcomes rather than waiting for instruction. The successful candidate will work out of a home office in a family brownstone in NYC, effectively serving as the right hand to a busy public figure - managing the operational, administrative, and logistical complexity of their professional and family life so that nothing falls through the cracks. This requires someone to be on-site Monday through Friday and the hours are 9am-6:30pm with flexibility or after hours as needed. Compensation is up to $90K.

What We Need from This Role

• Sound independent judgment - you will regularly need to make decisions on the author's behalf without handholding and get them right.
• A genuinely proactive mindset - anticipating scheduling conflicts, household needs, and family logistics well before they become problems, not reacting after the fact.
• Ownership and follow-through - seeing tasks through to completion, closing loops, and flagging issues before they escape.
• Discretion and professionalism - this household values confidentiality and calm, capable handling of sensitive personal and professional matters.
• Resilience and composure - comfortable managing multiple moving parts and shifting priorities in a fast-paced, high-touch environment.

Key Responsibilities:

Household & Personal Support

• Oversee household staff across two homes - scheduling, payroll, and benefits administration - with a firm, organized hand.
• Partner closely with the PA in the London home office to ensure continuity and no gaps in coverage across time zones.
• Take initiative on errands, trip planning, and family and college scheduling - thinking several steps ahead rather than responding task-by-task.
• Deliver polished concierge-level support: personal shopping, private car bookings, tickets, restaurant reservations, and tailoring, anticipating preferences without needing to be reminded.
• Coordinate shipping and installation of fine art and antiques from auction houses, managing vendors and timelines proactively.
• Manage petty cash, invoices, bill remittance, and expense reporting in close coordination with off-site bookkeepers and accountants, with meticulous attention to accuracy.
• Handle medical, property, and automobile insurance claims from start to resolution.
• Plan and run local and international events - including at exclusive private clubs and other venues - owning every detail from guest lists to menus and florals.
• Manage the author's calendar and complex travel arrangements, proactively resolving conflicts and rebooking as circumstances change.
• Act as a firm, capable gatekeeper - fielding calls and protecting the author's writing time and focus without being asked to intervene.
• Track important family events and milestones and build in the lead time needed to prepare for them properly.
• Exercise sound judgment to anticipate schedule changes and make sensible, timely decisions on behalf of the author and family.
• Research & Media Management
• Catalog and organize bibliographic references for ongoing research projects with rigor and consistency.
• Manage and grow the author's social media presence with a strategic, editorial eye.
• Conduct substantive academic research, source materials, build bibliographies, and collate research - bringing genuine intellectual curiosity to the work.

Skills and Qualifications

• Ideally 3-5 years of experience in a Personal Assistant, Executive Assistant, or Chief of Staff-style role, ideally supporting a principal, family, or household with multiple moving parts.
• A demonstrated track record of using initiative and sound judgment, not simply following instructions.
• Excellent organizational skills and the ability to manage multiple high-priority tasks simultaneously without dropping details.
• Strong common sense, mental agility, and a genuinely proactive approach to anticipating needs and changes before they arise.
• Outstanding communication and interpersonal skills, with the discretion and polish suited to a high-profile household.
• Proficiency in Instagram, Twitter/X, Google Suite, and MS Office.
• Experience in event management and academic research strongly preferred.
• A calm, solutions-first attitude - someone who brings us answers, not just questions.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply. California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile:Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you. Beacon Hill. Employing the Future