Job Title: Executive
Assistant to Administrative Director
Reports to: Administrative
Location: New York, NY
Overview of Family
The Family Office is engaged in the real estate, estate
management, property management, philanthropic and
of its Principal.
The FO exists to advance Principal’s personal, philanthropic
and political goals, thereby enhancing his quality of life and
enabling him and
his immediate family to be effective leaders in their pursuit of
a just and
With supervision from the
Administrative Director, the Executive
Assistant (EA) provides day to day administrative and personal
the Principal, enabling him to efficiently move through his day
use his time while pursuing his dynamic professional,
and personal goals. The EA also provides executive support to the
Director, while directly handling all scheduling, coordination,
trouble-shooting, and other administrative and personal
activities on behalf of
the Principal (and occasionally family members).
From complex calendar and travel management to event/meeting
preparation and executive support, the EA works with the
Director to anticipate the Principal’s needs and functions with
precision. With a “let’s get it done” attitude, impeccable
skills, and the ability to prioritize and complete multiple tasks
in a skillful
and timely fashion, the EA can be the difference between a good
day and a great
day. The EA is a quick thinker, exercises good judgment, and has
the ability to
proactively identify and solve problems under pressure. Positive,
reliable, the EA has a strong work ethic, is highly organized, a
details, enjoys working with people, and upholds the utmost
boundaries, privacy, and confidentiality at all times.
As a member of the Principal’s support team, the EA is
driven by a strong desire to execute all responsibilities with
level of excellence, service and consistency. Reporting to the
the EA also closely partners with the Chief Administrative Office
Executive Assistant, Property Management, and Finance staff to
responsibilities in a coordinated way.
include but are not limited to:
Screen incoming calls, correspondence and requests
to the Principal, gather detailed information and determine
of action, referral, or response; prepare business correspondence
and follow up
Draft thank you notes on Principal’s behalf
following all engagements and meetings and/or ensure all proper
follow up is handled
in a timely way.
Input and maintain updates to Principal’s
contacts database. Ensure annual gift list is maintained and
Register Principal for various conferences.
Closely work on administrative issues that
intersect with foundation, political and financial advisors,
Compile the agenda and schedule weekly update
meetings with the Principal and Administrative Director.
Schedule all of the Principal’s weekly, monthly,
quarterly and annual meetings.
Prepare weekly and monthly activity reports on
Submit invoices for payment and expense reports.
Extensive calendar management including scheduling,
adding and updating information for work, family, social events,
Thoroughly prepare Principal for all
appointments and social engagements with accurate and high
quality supporting documentation
including travel and venue information, attendees with
guest lists, event hosts and/or honoree information; other notes
Proactively keep the Principal well informed of
upcoming commitments and responsibilities.
Provide CAO with all Board materials in a timely
basis for review in advance of meetings.
Confirm all appointments and arrangements scheduled
and keep the Principal updated on all schedule changes in a
Research restaurant options for meetings and
events to ensure variations are integrated in to the schedule.
Execute complex travel arrangements, juggling
dynamic schedules and calendars.
Research and book international and domestic
travel for Principal and family members using private and
helicopter and yacht charters, hotel and villa accommodations,
and group transportation.
Secure visas for international travel.
Maintain private flight calendar/log for purpose
of keeping jet-company abreast of Principal’s travel schedule;
and thorough materials and itineraries for trips.
Track travel departure, arrival and movements
for Principal, family and guests while keeping all aware of
issues and delays.
Support Property team with food and meal
planning for jet and private residences.
Re-stock food and beverage inventory for
Principal’s private plane.
Coordinate with Property Managers in multiple
locations to prepare for Principal, family & guest arrival and
Prepare household guest itineraries for certain
properties including menu, planned activities and guest
Liaise with family members to coordinate plans
and other necessary details.
Handle errands and shop for household items
including such things as groceries and specialty items.
Provide back-up support to the CAO’s EA/Office Manager.
Sort incoming mail; prepare outgoing mailings
and packages for Principal.
Build effective relationships with Administrative,
Property and Finance staff to smoothly carry out
Administrative Tasks and Special Projects
Other administrative tasks and special projects
Minimum of 8 years providing administrative support
to a senior executive, CEO, high profile or high net worth
Highly organized, meticulous, detail oriented,
resourceful and self-directed.
Ability to multitask and handle multiple projects
with focus, accuracy, and efficiency.
Proactive attitude and approaches problems with a
sense of possibility; able to anticipate needs before they arise.
Exceptional follow up skills to ensure the ‘i’s are
dotted and t’s are crossed’.
Ability to decipher between routine administrative
decisions that need to be made on behalf of the Principal, and
when to confer
with the Administrative Director on more complex decisions that
fall outside of
normal operating procedures.
High value placed on customer service and
Highly collaborative team player who enjoys working
with a small, closely knit group to achieve outcomes.
High level of respect, integrity, reliability, and
honesty. Mindful of confidentiality and discretion at all times.
Exceptional and concise communication skills, both
written (email, correspondence, editing, and proofreading) and
(telephone and in-person).
Ability to utilize independent judgment and
initiative to determine approach or action to take in routine,
Ability to remain calm in the face of unexpected
Displays professional demeanor and neat appearance
at all times.
Creative, persistent, and thorough research
Flexibility to be accessible 24/7; commits to
prioritizing the needs of the Principal and his family.
Savvy with Mac, MS Office Suite, Google Docs,
iCloud, Dropbox, and Box.Com.
Physical requirements include ability to push, pull
or lift up to 20 pounds.
Fluent in English.
Legally eligible to work in the United States.