Executive Administrator - Private Family Office

POSITION OVERVIEW 

Title: Executive Administrator  

Company: Private Family Office 

Location: Chatham, NY (hybrid) 

Reports to: Executive Chair (referred to as “the Principal”)   

COMPANY PROFILE 

This private, multigenerational family office supports a family with a diverse set of operating companies, investments, and philanthropic initiatives. The office is continuing to strengthen the systems and day-to-day operations needed to support both current priorities and long-term goals.  The work spans investments, family governance, operations, philanthropy, and coordination across businesses, advisors, and family members. The office also supports shared values and community-focused efforts.  

As the Principal’s responsibilities continue to grow, the family office is seeking a highly capable Executive Administrator to provide structure, clarity, and dependable, hands-on support across all areas.   

POSITION SUMMARY 

The Executive Administrator will serve as the Principal’s primary partner in keeping a complex life organized and running smoothly across multiple businesses, family office responsibilities, and personal commitments. This is a high-trust, high-impact role for someone who is excellent at managing time, handling logistics, and keeping day-to-day details under control so the Principal can focus on the most important work.  

The ideal candidate has strong judgment around priorities, knows how to sequence work, and brings structure to situations with competing demands. They are calm, proactive, and observant, able to anticipate needs and solve problems rather than simply carry out tasks. This role helps reduce shifting between tasks, simplify routines, and create more space for strategic thinking, family time, and community involvement.  

Success in this role requires thinking ahead, owning calendars, logistics, and core administrative systems, and suggesting practical improvements that make the Principal’s workflow easier. This includes expert calendar management, clear follow-through, and a steady hand in keeping the Principal focused while details are handled quietly and reliably.  

Above all, the Executive Administrator brings professionalism, good judgment, and discretion. The Principal values direct communication, trust, and partnership, and this role helps create a steady, well-coordinated rhythm across all areas of his life as responsibilities grow.   

PRIMARY RESPONSIBILITIES  

The Executive Administrator’s responsibilities will encompass three primary areas: 

Executive Support & Time Optimization

• Own and optimize the Principal’s calendar, ensuring clear priorities, strategic sequencing, and protected focus time. 
• Reduce context switching by coordinating across personal, household, family-office, and business domains. 
• Prepare meeting agendas, briefing materials, research, and recommended next steps. 
• Draft and refine correspondence; manage inbox triage and email communication as appropriate. 
• Drive meeting follow-up by drafting communications and tracking actions to completion. 
• Manage document execution processes and coordinate with attorneys, advisors, and vendors to ensure materials are signature ready. 
• Provide proactive oversight of the Principal’s day-to-day world - anticipating needs and addressing issues before they arise. 

Personal & Household Support

• Coordinate personal and household logistics to keep commitments balanced, aligned, and running smoothly.
• Maintain full visibility into the family calendar, anticipating conflicts, and adjusting plans proactively. 
• Manage personal and family travel, including research, booking, itineraries, and real-time changes. 
• Conduct research related to children’s activities, programs, camps, household needs, and vendors. 
• Oversee household vendor relationships, contractor scheduling, bill pay, mail handling, and general logistics. 
• Oversee mail, shipping, and physical household document handling. 
• Create simple, reliable systems to keep household information organized, accessible, and up to date. 

Office Systems & Coordination

• Maintain organized digital and physical filing systems across personal, household, and business domains. 
• Maintain practical systems for email, documents, scheduling, and workflow management. 
• Manage multiple email domains and simplify or centralize where possible. 
• Support coordination across advisors, vendors, and family-office personnel as needed. 
• Maintain basic project trackers and timelines for priority initiatives. 
• Partner with IT as needed to support devices, accounts, storage, and digital organization. 
• Assist in planning and executing community, philanthropic, and home-based events of varying scale.  
• Assist in planning and executing personal, community, philanthropic, and home-based events. 
• Oversee mail, shipping, and physical document organization. 
• Maintain organized digital and physical filing systems. 
• Uphold strict confidentiality, discretion, and professionalism. 

WHAT POSITIONS YOU FOR SUCCESS

• At least 6 years supporting an executive principal, preferably across multiple entities, responsibilities, and domains (business, family office, personal). 
• Experience providing both professional and personal support in a fast-paced, high-complexity environment. 
• Expertise in complex calendar management, prioritization, and safeguarding an executive’s time. 
• Proven ability to build structure and systems that bring clarity, coordination, and efficiency. 
• Strong project management skills and comfort coordinating across advisors, vendors, and family-related stakeholders. 
• High comfort with technology, including evaluating and implementing tools and workflows to improve operations; familiarity with AI tools (e.g., drafting, research, organization, calendaring) is a plus. 
• Exceptional verbal and written communication skills, including drafting correspondence and synthesizing information. 
• High emotional intelligence, strong judgment, and the ability to read people and dynamics.
• Proactive, anticipatory working style — consistently seeing around corners and offering solutions. 
• Organized, detail-oriented, and reliable, with strong follow-through and a calm presence. 
• Genuine, relationship-oriented approach that builds trust quickly with the Principal and key partners. 
• Unquestionable discretion and professionalism in handling sensitive information. 
• Alignment with the Family’s values, including harmony, respect for differences, connection to the natural world, environmental stewardship, sustainable land use, and community- and impact-oriented work. 

COMPENSATION AND BENEFITS 

The base salary for this role starts at $100,000 and will be commensurate with experience. A competitive benefits package is included.   

DIVERSITY, EQUITY, AND INCLUSION 

We know that innovation thrives on teams where diverse points of view come together to solve hard problems.  As such, we explicitly seek people that bring diverse life experiences, diverse educational backgrounds, diverse cultures, and diverse work experiences.  Please be prepared to share with us how your perspective will bring something unique and valuable to our team.