A busy firm is seeking an experienced personal/executive assistant to support and be the right hand to the Chairman of both an established Asset Management Firm and fashion firm in the New York area. Job duties will require about 70% personal assisting and about 30% administrative/business related needs. This is growing into a 3 person EA/PA team. You will work in tandem with a second EA/PA with your role primarily supporting the executive’s personal needs. The schedule is generally Monday through Friday, 9am to 6pm, with 24/7 availability, managing after-hour and weekend requests from the principal and family. 

Responsibilities include:

• Handles personal matters as necessary, including, but not limited to:
• • Preparing correspondence on behalf of Chairman
  • Liaising with household staff on various errands and deliveries
  • Maintaining personal/family agenda
  • Booking dining reservations, personal appointments, and confirming attendance to various events
  • Booking personal trips for Chairman and family/extended family
  • Maintain family records, properly documenting all family preferences and needs for the team’s reference

• Provides high level administrative support to Chairman
• Manages various properties by coordinating vendors and staff for all maintenance needs, shopping, deliveries, and travel
• Assist in planning various events including dinner parties and brand related parties
• Maintains heavy, complex and frequently changing calendar
• Coordinates all aspects of appointments, meetings, and conference calls, preparing and reviewing materials and correspondence for meetings
• Conducts research for personal projects for Principal including gifting, activities of interest, etc.
• Schedules domestic/international travel arrangements including developing itineraries and agendas, books transportation, and arranges lodging, dining and meeting accommodations
• Answers and screens a high volume of incoming phone calls, texts and emails
• Manages and tracks all orders and shipping for Principal, family members and all homes
• Assists with creation and management of staff information and work equipment
• Manages and updates all office files and storage systems for all home and personal data, vendors, and personal accounts
• Works closely with accounting and bill-pay team to review invoices and monthly expenses, obtaining payment approval from Principal as needed
• Manages large-scale projects (i.e. home renovations, moves, etc.), ensuring communication and coordination between involved parties, service providers, and Principal

• Ability to work independently and multi-task
• Detail oriented with exceptional organizational skills
• Ability to delegate and work well within a team
• Exceedingly flexible and able to prioritize in fast paced environment, and problem solve when needed
• Drivers license a plus, but not required
• Spanish speaking a plus, but not required

• Bachelor’s degree
• At least 5 years of previous experience as a PA and EA
• Ability to interact diplomatically and professionally, while maintaining the highest level of confidentiality
• Expert level written and verbal communication skills, strong decision making ability and attention to detail
• Ability to work in a high-pressure environment
• Available after normal business hours
• Power user in Microsoft Outlook, Word, and Power-Point and proficient in Excel

• Pay does depend on experience and ranges from $125k-$175k plus benefits