Executive Personal Assistant

Job Description

ABOUT JOB

Our client is seeking a highly organized, proactive Executive Assistant / Personal Assistant to support an Executive. This role will report to the Executive.

This role is ideal for someone who thrives in a dynamic environment, enjoys managing both professional and personal priorities, and brings a solutions-oriented approach to complex schedules and responsibilities.

This position supports mission-driven initiatives alongside personal priorities and requires strong coordination, systems comfort, and operational execution.

Key Responsibilities
Executive Assistant:

• Manage and prioritize the Executive’s professional calendar, coordinating meetings across a range of mission-driven initiatives and external partners
• Prepare agendas, background materials, and take notes
• Coordinate logistics for internal and external meetings, including but not limited to venues, conference rooms, A/V, and catering
• Maintain organized systems for contacts, materials, and documentation across platforms
• Utilize task management tools to track deadlines and deliverables
• Assist with expense tracking and record keeping
• Support special projects as they arise

Personal Assistant:

• Manage and prioritize the Executive’s personal calendar, including but not limited to coordination of childcare, school activities, appointments, and scheduling
• Provide day-to-day support to the Executive, balancing personal and professional priorities
• Support personal projects and household initiatives (e.g. summer programming, home-related projects) including coordination and follow-up
• Carry out personal and ad-hoc errands
• Work with the Director of Property Management to prepare homes for events and guests
• Provide home(s) access to vendors and tradespeople

Communications & Systems Support

• Provide backend support for communications, including newsletters, event materials, and website updates
• Clean, format, and maintain contact data and distribution lists
• Coordinate collection and organization of materials ensuring polish and consistency for internal and external use (e.g. slides, documents)
• Work comfortably across multiple systems and tools

Qualifications & Experience

• 7-10+ years of experience supporting executive leaders, ultra-high-net-worth families, private households, family offices, or working in luxury hospitality environments
• Strong ability to manage multiple priorities, maintain complete confidentiality and exercise discretion and superior judgment in a fast-paced environment with a strong sense of urgency
• Exceptional organizational and operational skills with strong attention to detail, flexibility, and excellent written and verbal communication skills
• Positive, collaborative, and highly responsive attitude
• Ability to proactively anticipate needs and problem solve
• Strong client service mindset with the ability to build trusted relationships
• Proficiency with CRM systems (HubSpot or similar), task management tools (Asana or similar), marketing and design tools, (Canva or similar), Google Workspace, and Microsoft Office applications
• Bachelor’s degree preferred

Compensation & Benefits

The base salary for this New York-based position ranges from $125,000 – $150,000 base salary, depending on experience, skills, and responsibilities. Actual salary may vary based on qualifications and the level at which the role is hired.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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