Pitcairn’s innovative Shared Single-Family Office™ model provides unparalleled service to wealthy families and other family offices. Since the firm’s founding in 1923, Pitcairn has helped ultra-high-net-worth families and its members navigate the individual, interpersonal, and institutional challenges that come with wealth. We understand multigenerational family wealth in a way that few other wealth advisory firms do. Our comprehensive family office services include investment advisory, tax, trust and estate planning, risk management, philanthropy, household-level financial services as well as family education and family governance support.
PRIMARY FUNCTION:
The Manager of Executive Services & Experience is responsible for delivering a seamless, high-quality experience across executive support, workplace experience, office facilities, and internal and external firm events. This role directly supports the CEO, while also providing support to the Chairman and managing logistics for Board of Directors and leadership meetings.
Serving as the primary Executive Assistant to the CEO, this role also oversees workplace experience and facilities across multiple offices, leads the execution of internal and external events, and manages a team of experience coordinators. The Manager blends high-touch executive support, facilities oversight, and experience design, balancing strategic leadership with hands-on execution to ensure a consistent, high-quality experience across the firm.
RESPONSIBILITIES:
1. Executive Assistant to the CEO
- Manage a complex and dynamic CEO calendar, ensuring alignment with strategic priorities and effective use of time
- Coordinate all CEO meetings, including scheduling, logistics, materials preparation, and follow-ups
- Prepare briefing materials, agendas, and key information in advance of meetings
- Oversee travel arrangements, itineraries, and related logistics
- Act as a gatekeeper and facilitator to streamline communication and priorities
- Handle sensitive and confidential information with the highest level of discretion
- Anticipate needs, resolve conflicts proactively, and ensure seamless day-to-day support
2. Executive & Leadership Coordination
- Provided high-level administrative support to the Chairman and select Leadership Team members, ensuring efficient coordination of high-priority activities and timely, accurate validation and submission of expense reports
- Manage logistics for Board of Directors and leadership meetings, including scheduling, materials, and on-site execution
- Ensure alignment across leadership calendars, key meetings, and firmwide priorities
3. Workplace Experience, Facilities & Services
- Oversee workplace experience across all office locations, ensuring a consistent, high-quality, and welcoming environment
- Lead the workplace experience function, including direct leadership of experience coordinators in key office locations, while maintaining consistent standards across all sites
- Oversee office facilities management across locations, including coordination with landlords, property management, and vendors
- Oversee maintenance, repairs, workplace functionality, and ongoing space enhancements
- Ensure meeting spaces, common areas, and offices are well-maintained, fully functional, and aligned with firm standards by the Experience team
- Ensure team is efficiently managing catering, meeting readiness, and overall workplace services
4. Events & Experience Execution
- Lead the planning and execution of internal employee events that support engagement, culture, and connection
- Coordinate logistics for external events, client gatherings, and leadership offsites, partnering with Marketing on event strategy while owning all logistics and execution
- Manage end-to-end event delivery, including venues, vendors, timelines, materials, and on-site execution
- Ensure all events are delivered seamlessly, professionally, and with strong attention to detail
5. Workplace Services & Coordination
- Ensure day-to-day workplace services, including mailing, shipping, and vendor coordination is being managed appropriately by the Experience team
- Ensure smooth execution of internal logistics and support activities across regional offices
- Manage vendor relationships and service delivery standards
- Identify opportunities to improve efficiency and enhance the workplace experience Perform other duties as assigned for the efficient operation of the department.
EDUCATION/EXPERIENCE:
Bachelor’s degree preferred. 7+ years of experience in executive support, workplace experience, facilities, hospitality, or related roles. Demonstrated experience serving as a primary Executive Assistant to a senior executive (CEO or equivalent preferred). Experience managing office environments, facilities, and/or multi-location workplaces. Strong experience planning and executing events and managing logistics. Exceptional organizational skills and attention to detail. High level of professionalism, discretion, and sound judgment. Strong interpersonal and communication skills with the ability to build trust and collaborate effectively across all levels of the organization. Experience leading or mentoring team members.
DESIRABLE ATTRIBUTES:
Success in this role requires strong alignment with the firm’s leadership and cultural expectations:
- Optimistic Warmth – Creates a welcoming, positive, and professional environment for employees, leadership, and guests
- Intelligence – Applies sound judgment, anticipates needs, and navigates complexity effectively
- Work Ethic – Takes ownership, follows through, and consistently delivers high-quality work with strong attention to detail
- Empathy – Understands and responds to the needs of others while maintaining professionalism and appropriate boundaries
- Self-Awareness – Demonstrates humility, openness to feedback, and a commitment to continuous improvement
- Developer of talent
Pitcairn is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to their race, color, religion, ancestry, national origin, sex, gender identity, sexual orientation, age, disability, marital status, domestic partner status, status as a parent, or medical condition. Pitcairn complies with applicable state and local laws governing nondiscrimination in employment in every location in which the Company has facilities. As an investment advisor, employees of Pitcairn may be subject to certain limitations on personal investment activities.