Personal / Executive Assistant (New York)

Glocap; New York (NY); On-site; USD 110,000 - 130,000; Full time

Job summary

A real estate management firm in New York City is seeking a Personal / Executive Assistant to provide support for four executives. The ideal candidate must be detail-oriented and proactive, managing both personal and business tasks, including organizing schedules and coordinating travel. Flexibility for occasional weekend or after-hours work is required. Salary up to $130K based on experience.

Benefits

Discretionary bonus

Flexible working hours

Qualifications

• 2+ years of experience in a similar role, preferably in a related field.
• Real Estate rental experience is a plus.
• Must maintain confidentiality and perform under pressure.

Responsibilities

• Organize and coordinate daily calendars for four owners.
• Manage complex international and domestic travel.
• Act as a point of contact for family logistics and coordination.

Skills

Time management

Organization

Attention to detail

Communication

Proficiency in MS Office Suite

Adaptability

Education

Bachelor's Degree

Tools

MS Office Suite

Adobe Acrobat

Job description

Overview

COMPANY : Real Estate

POSITION : Personal / Executive Assistant

LOCATION : New York, NY (onsite 5 days)

HOURS : 8:30am – 5:30pm with flexibility; connectivity outside of work hours / weekends

COMPENSATION : Up to $130K

• DOE plus discretionary bonus

BACHELOR'S DEGREE : Required

Our client, one of the most established developers, owners, and managers of residential and commercial spaces in New York City, is seeking a Personal / Executive Assistant to support four executives alongside another EA. About 80% of the work will be personal support and 20% business-related tasks. The role involves managing daily operations, anticipating needs, and ensuring both personal and professional priorities run seamlessly. The ideal candidate is extremely detail oriented, proactive with a 24 / 7 mindset, willing to take on any task, big or small, and is collaborative, kind, and team oriented.

Responsibilities

• Meticulously organize and coordinate four owners daily calendars including but not limited to scheduling appointments, coordinating logistics for any events / engagements, dinner reservations, and handling special event invitations on behalf of the owners.
• Gatekeep and streamline communication, ensuring the owners receive critical updates.
• Ability to adapt to changes in a fast-paced work environment; manage competing demands and frequent changes, delays, or unexpected events.
• Ability to compose letters, emails, and other professional documents.
• Assist owners in preparation for internal and external meetings by managing organizational communication, scheduling, and logistics.
• Manage all aspects of complex international and domestic travel for the family, including flights (commercial and private), hotels, and transportation.
• Research and vet hotels, restaurants, and experiences, ensuring the highest standards.
• Adapt quickly to last-minute changes in travel plans.
• Work with trusted travel agents to ensure seamless arrangements.
• Coordinate special events such as social gatherings.
• Assist in answering the executives phone lines and direct calls as needed to staff.
• Maintain and update executives contacts and other similar systems.
• Distribute mail.
• Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from owners.
• Continually look for ways to evolve and improve the operational efficiency of systems and processes impacting owners and office operations.
• Maintain responsibility for general office upkeep and look and feel. This includes keeping kitchen and supply areas stocked, clean, and functional.
• Liaise with the family office regarding bill payments, personal expenses, and financial tracking.
• Handle medical appointments, insurance claims, and new doctor / dentist setups for the family.
• Act as a point of contact for the familys children, assisting with logistics, scheduling, and general coordination.
• Liaise with household staff (including nannies, chefs, drivers, house managers), ensuring smooth day-to-day operations.
• Work on assigned projects and other administrative duties as needed.
• Run errands as needed.

Requirements

• Bachelors Degree.
• 2+ years as a similar role, preferably in a related field and / or with a small fast-paced company.
• Real Estate rental experience a plus.
• Must be able to demonstrate excellent time management, organization, and attention to detail, along with good judgment and decision-making with a high level of confidence and discretion.
• Mature, adaptable, and a self-starter, but also a team player who can share and handle shifting priorities.
• Articulate and Professional able to communicate efficiently and effectively to team members and owners (verbal and written) and represent the company at the highest level.
• Willing to do both simple and complex tasks no ego.
• A creative thinker who can adapt quickly in a fast-paced environment and think from a solution-oriented perspective.
• Proficient in MS Office Suite and Adobe Acrobat with an emphasis on Outlook. Should possess the ability to quickly acclimate to technology after training.
• Must be able to maintain confidentiality and perform under pressure
• Must have a positive and go-getter attitude
• Flexible and available; this is not a 9-5 role, and occasional weekend or after-hours availability is required.
• Verification of identity, education, prior employment, and references may be required
• The salary range posted for this New York City-based position is a good faith estimate. Actual salary may vary based on several factors, including but not limited to, level, experience, and qualifications for the role.