Executive/Personal Assistant

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

Job summary

Beacon Hill in New York, NY seeks an Executive/Personal Assistant to support a renowned Author/Historian. On-site role, M-F, 9:00–18:30, with flexibility.

The position manages household operations, travel, events, and research tasks, ensuring confidentiality and seamless coordination across time zones. Ideal candidates bring 3–5 years of high-level assistant experience, exceptional judgment, and a proactive, discreet, detail-focused mindset.

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.

Responsibilities

• Oversee household staff across two homes — scheduling, payroll, and benefits administration.
• Partner with the PA in the London home office to ensure continuity across time zones.
• Take initiative on errands, trip planning, and family scheduling, and manage travel arrangements.
• Deliver concierge-level support: personal shopping, car bookings, tickets, reservations, and tailoring.
• Coordinate shipping and installation of fine art and antiques from auction houses.
• Manage invoices and expense reporting with off-site bookkeepers.
• Handle medical, property, and automobile insurance claims from start to resolution.
• Plan and run local and international events with guest lists, menus, and florals.

Skills

Independent judgment

Proactive mindset

Ownership & follow-through

Discretion & professionalism

Multitasking & organizational skills

Communication skills

Calendar management

Travel planning

Tools

Google Suite

MS Office

Instagram

Twitter/X

Job description

Executive/Personal Assistant (A1472810NY-Temp) New York, New York

Salary: USD90000 - USD90000 per year

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 escalat


• 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.