Executive & Personal Assistant

Confidential; New York (NY); On-site; USD 95,000 - 150,000; Full time

Job summary

Confidential is seeking an experienced Executive & Personal Assistant to support a senior executive in New York. This blended role covers professional and personal duties, working alongside the current Executive Assistant.

The candidate anticipates needs, acts quickly, and protects confidential information with discretion. The responsibilities include real-time travel support, arranging trips, coordinating meetings and communications, and managing household tasks.

Qualifications

• Bachelor's degree required.
• 7+ years of administrative experience supporting a C-level executive.
• Highly proficient in Microsoft Outlook.
• Absolute discretion and professionalism when handling sensitive and confidential information.
• Excellent verbal and written communication skills.
• Comfortable representing the executive in communications with clients and external contacts.
• Proactive and self-motivated with strong problem-solving skills.
• Extremely detail-oriented and organized.
• Able to take direction and follow through independently.

Responsibilities

• Travel & Real-Time Support: Manage real-time changes while the executive is on personal or business trips, keeping the executive and all relevant parties informed promptly.
• Travel & Real-Time Support: Coordinate personal and corporate travel arrangements, including flights, accommodation, itineraries, and reservations.
• Business & Office Support: Communicate with clients and key contacts on the executive's behalf, ensuring professional and timely correspondence.
• Business & Office Support: Organize and coordinate meetings, including scheduling, agendas, and materials.
• Business & Office Support: Support day-to-day office operations and administrative needs as required.
• Personal & Household Management: Manage personal appointments, family logistics, and household scheduling.
• Personal & Household Management: Liaise with household vendors, service providers, and personal contacts as needed.
• Personal & Household Management: Make dinner reservations, schedule doctor appointments, and purchase tickets for events.
• Personal & Household Management: Handle personal shopping, gift buying, returns, and errands.
• Personal & Household Management: Prepare and submit personal expense reports.
• Personal & Household Management: Maintain organized records, files, and contact lists.
• Personal & Household Management: Handle ad hoc projects as they arise.
• Events & Collaboration: Assist in researching and planning company events, including budgeting, guest list management, venue sourcing, and vendor coordination.
• Events & Collaboration: Work closely with the Executive Assistant and provide support as needed to ensure seamless coverage across both business and personal priorities.

Skills

Outlook

Communication

Attention to detail

Problem solving

Education

Bachelor's degree

Job description

Reporting Line

Reports directly to the Executive; works in close partnership with the Executive's current Executive Assistant

Location

On-site, with flexibility to travel or be reachable in real time as needed

Availability

This role requires a 24/7 mentality, with responsiveness expected outside standard business hours as needed

About the Role

We are seeking an experienced Executive & Personal Assistant to support a senior executive across both professional and personal domains. This blended role will work alongside the executive's current Executive Assistant. Responsibilities include personal support along with day-to-day office management and requires a foundation of executive experience to manage both sides effectively.

The ideal candidate anticipates needs before they're voiced, moves quickly and decisively, and handles sensitive and confidential information with absolute discretion. Success in this role requires sound judgment, a calm and composed presence under pressure, and a natural instinct for identifying and resolving issues before they surface. Strong, proactive communication is essential.

Key Responsibilities

Travel & Real-Time Support

• Manage real-time changes while the executive is on personal or business trips, keeping the executive and all relevant parties informed promptly.
• Coordinate personal and corporate travel arrangements, including flights, accommodation, itineraries, and reservations.

Business & Office Support

• Communicate with clients and key contacts on the executive's behalf, ensuring professional and timely correspondence.
• Organize and coordinate meetings, including scheduling, agendas, and materials.
• Support day-to-day office operations and administrative needs as required.

Personal & Household Management

• Manage personal appointments, family logistics, and household scheduling.
• Liaise with household vendors, service providers, and personal contacts as needed.
• Make dinner reservations, schedule doctor appointments, and purchase tickets for events.
• Handle personal shopping, gift buying, returns, and errands.
• Prepare and submit personal expense reports.
• Maintain organized records, files, and contact lists.
• Handle ad hoc projects as they arise.

Events & Collaboration

• Assist in researching and planning company events, including budgeting, guest list management, venue sourcing, and vendor coordination.
• Work closely with the Executive Assistant and provide support as needed to ensure seamless coverage across both business and personal priorities.

Qualifications

Required

• Bachelor's degree required.
• 7+ years of administrative experience supporting a C-level executive.
• Highly proficient in Microsoft Outlook.
• Absolute discretion and professionalism when handling sensitive and confidential information.
• Excellent verbal and written communication skills.
• Comfortable representing the executive in communications with clients and external contacts.
• Proactive and self-motivated with strong problem-solving skills.
• Extremely detail-oriented and organized.
• Able to take direction and follow through independently.