Hybrid Executive Assistant to Vice Chair at Family Office

A Vice Chairman of a family office/real estate firm is looking for an Executive Assistant. There was an EA in the role for 10 years. There is longevity among employees at the firm. The role is hybrid: 4 days in office, 1 day remote. The EA will work in coordination with the Chief of Staff. The office is located near Grand Central Station.

About the Job:

¨ Coordinate day-to-day logistics that support the Principal’s professional and personal commitments

¨ Oversee the Principal’s inbox: draft responses, and flag and escalate documents requiring approval and/or signature

¨ Schedule and maintain the Principal’s calendar across business, board, philanthropic, and personal commitments, ensuring accuracy, alignment, and responsiveness to shifting priorities

¨ Brief COS on invitations or other requests on the Principal’s time, make recommendations for Principal’s participation, manage the workflow and responses based on Principal’s input, sending acceptances or regrets accordingly

¨ Regularly check Principal’s calendar against family calendar to coordinate schedules with other family members, and adjust schedules and communicate to involved parties

¨ Prepare schedule summaries one week ahead

¨ Oversee meeting logistics: meeting room, building access, catering, audio/video, dial-in and IT requirements

¨ Coordinate high-end travel arrangements (including private aviation). domestic and international travel, including private aviation, hotel, and ground transportation. Confirm travel plans with Principal and family; coordinate family calendars

¨ On active travel days, monitor flights, address delays, changes or cancellations; update hotel accommodations and/or ground transportation as necessary, keeping Principals updated, as well as others as required

¨ When the Principal travels to another residence coordinate with staff to ensure thoughtful, high-touch concierge support.

¨ Liaise with internal teams (legal, accounting, investment, HR) to ensure timely execution of business and personal matters as directed

¨ Assist with board-related activities: coordinate with non-profit organizations and Boards for scheduling and to ensure principals are prepared for Board engagements and annual board submissions and preparation of board synthesis

¨ Maintain internal and external contacts, confirming contact information, adding new contacts, purging outdated or duplicate contacts

¨ Schedule Principal’s medical appointments, including coordination of doctors as needed, liaising with doctors on Principal’s behalf; facilitate all prescription management – prescription requests, delivery to appropriate location, refills

¨ Work with internal IT team to troubleshoot issues; manage device content, passwords, and maintain records of serial numbers and purchase dates of technology purchases

About You:

¨ Minimum of 7 years of experience in a related support position

¨ BA/BS from a college or university

¨ Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook) and Google Suite

¨ Experienced with managing complex calendars, inboxes, and extensive travel planning (private aviation experience a plus)

¨ Polished, professional demeanor

¨ Outstanding communication skills

¨ Exceptionally organized, discreet, and detail-oriented

¨ High emotional intelligence, sound judgment, and a proactive mindset

¨ Comfortable working independently in fast-moving, unstructured settings

Salary, Benefits (medical, dental, vision), Life Insurance, 401K, Paid Vacation, 17 holiday days