Personal Executive Assistant (Family Office & Finance)

Personal Executive Assistant (Family Office & Finance)
Location: Syosset, NY (primarily on-site, with occasional NYC travel)
Schedule: Full-time
Salary: $85,000–$100,000 (based on experience)
Benefits: Health Insurance, 401(k), Discretionary Bonus

A private family office is seeking a highly organized, detail-oriented and financially savvy Personal Executive Assistant to support high-net-worth principals and the CFO. This is a dynamic, hands-on role ideal for someone who thrives in a fast-paced, high-touch environment and enjoys both administrative and personal support responsibilities.

Responsibilities

• Provide high-level administrative and concierge support to principals and family members
• Manage schedules and tracking related to art purchases, insurance, charitable contributions, and ad hoc reporting
• Handle communications and make calls on behalf of principals and management
• Review and reconcile American Express statements, including dispute resolution and refund tracking
• Coordinate domestic and international shipping, including tracking packages across multiple locations
• Maintain organized digital filing systems, including banking records and financial documentation from investor portals
• Submit medical insurance claims and track reimbursements
• Assist in creating and maintaining a comprehensive family office handbook (legal, financial, and personal documentation)
• Manage bill pay and expense coding for multiple individuals

Qualifications

• Strong proficiency in Excel and Microsoft Office; QuickBooks experience is a plus
• Exceptional attention to detail and organizational skills
• Strong written and verbal communication skills
• Proactive, self-motivated, and able to work independently and as part of a team
• High level of discretion with the ability to handle confidential information
• Strong problem-solving skills and sound judgment
• Positive, flexible attitude with a “no task too small” mindset

Additional Details

• Primarily on-site in Syosset, NY
• Occasional travel to NYC office (1–2 days per month)
• Potential for one remote day per week after training