Executive Personal Assistant

Career Group; New York (NY); On-site; USD 110,000 - 170,000; Full time

Benefits offered by this job

Medical insurance

401(k)

Job summary

Career Group in Manhattan seeks an executive personal assistant to support the COS and family. This full-time role handles complex calendars, travel itineraries, events, and household coordination from the family's home.

The ideal candidate is tech-savvy, highly organized, discreet, and proactive, with 5+ years of experience supporting UHNW individuals or busy executives. Flexibility for after-hours events and occasional travel is expected.

Qualifications

• 5+ years of experience supporting executives, entrepreneurs, family offices, or UHNW individuals preferred.
• Exceptional organizational and time management skills.
• Strong attention to detail and follow-through.
• Ability to manage multiple priorities while maintaining discretion and professionalism.
• Self-starter with a proactive, solutions-oriented mindset.
• Comfortable working independently with minimal supervision.
• Proficiency with Google Workspace, Apple ecosystem, and modern productivity software.
• Comfortable leveraging AI tools to improve organization, research, communication, and workflow efficiency.

Responsibilities

• Organize and maintain complex calendars, travel itineraries, and scheduling logistics.
• Coordinate domestic and international travel, accommodations, and transportation.
• Manage communications, including email, texts, and other correspondence.
• Handle personal errands, gifting, and special projects.
• Liaise with household staff, vendors, and contractors as needed.
• Create and improve systems that enhance organization and efficiency.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Self-motivated

Independent work

AI tools proficiency

Google Workspace

Apple ecosystem

Microsoft Office

Dog-friendly

Education

Bachelor's degree preferred

5+ years experience in PA/family support

Tools

Google Workspace

Microsoft Office

Apple ecosystem

AI tools

Job description

An entrepreneur, businesswoman and lover of art is seeking a reliable, organized and upbeat Executive Personal Assistant to work out of the family's home in Manhattan. In this dynamic role you will work alongside the COS to manage the principal and her family's hectic calendar, events, staff, properties, travel and help streamline her day to day life. Seeking a tech savvy professional, who is comfortable with dogs, and has a warm and friendly demeanor who can take direction well.

The role is fulltime working out of the home Mon-Friday and requires flexibility on occasion for after hours help or events

Key Responsibilities

• Executive & Personal Support
• Manage complex calendars, appointments, meetings, and scheduling logistics
• Coordinate domestic and international travel, including flights, accommodations, transportation, and detailed itineraries
• Manage communications, including email, text messages, and other correspondence
• Handle personal errands, appointments, gifting, and special projects

Anticipate needs and proactively resolve issues before they arise

• Household & Lifestyle Management
• Coordinate household operations, vendors, maintenance appointments, and service providers
• Manage household inventories, supplies, and recurring purchases
• Prepare residences for guests, meetings, and family gatherings
• Assist with event planning, dining reservations, and lifestyle coordination

Liaise with household staff, contractors, and outside vendors as needed

Administrative Support

• Organize and maintain digital and physical records, contacts, and important documents
• Track expenses, receipts, invoices, reimbursements, and personal purchases
• Support family office administration and other special projects
• Research vendors, products, services, and travel options

Create and improve systems that enhance organization and efficiency

Qualifications

• 5+ years of experience supporting executives, entrepreneurs, family offices, or UHNW individuals preferred
• Exceptional organizational and time management skills
• Strong attention to detail and follow-through
• Ability to manage multiple priorities while maintaining discretion and professionalism
• Self-starter with a proactive, solutions-oriented mindset
• Comfortable working independently with minimal supervision
• Proficiency with Google Workspace, Apple ecosystem, and modern productivity software
• Comfortable leveraging AI tools to improve organization, research, communication, and workflow efficiency

Desired Attributes

• The ideal candidate is Exceptionally organized
• Calm under pressure
• Highly responsive and dependable
• Resourceful and proactive
• Service-oriented with a positive, “no task too small” mindset
• Flexible and adaptable in a dynamic environment
• Trustworthy with impeccable judgment and discretion

Qualifications:

• Bachelor's degree preferred
• 5+ years of experience in a personal assistant or family support role
• Excellent communication and interpersonal skills
• Excellent scheduling and calendar management skills
• Strong organizational and time management skills
• Proficiency in Microsoft Office and tech savvy
• Comfortable with Dogs

Featured benefits

• Medical insurance
• 401(k)