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Personal / Executive Assistant (New York)

Personal / Executive Assistant (New York)

GlocapNew York, NY, US
22 days ago
Job type
  • Part-time
Job description

COMPANY : Real Estate

POSITION : Personal / Executive Assistant

LOCATION : New York, NY (onsite 5 days)

HOURS : 8 : 30am 5 : 30pm with flexibility / connectivity outside of work hours / weekends

COMPENSATION : Up to $130K

  • DOE plus discretionary bonus

BACHELOR'S DEGREE : Required

Our client, one of the most established developers, owners, and managers of residential and commercial spaces in New York City, is seeking a Personal / Executive Assistant to support four executives alongside another EA. About 80% of the work will be personal support and 20% business-related tasks. The role involves managing daily operations, anticipating needs, and ensuring both personal and professional priorities run seamlessly. The ideal candidate is extremely detail oriented, proactive with a 24 / 7 mindset, willing to take on any task, big or small, and is collaborative, kind, and team oriented.

Responsibilitiesof the Personal / Executive Assistant (In partnership with another Executive Assistant) :

  • Meticulously organize and coordinate four owners daily calendarsincluding but not limited to scheduling appointments, coordinating logistics for any events / engagements, dinner reservations, and handling special event invitations on behalf of the owners.
  • Gatekeep and streamline communication, ensuring the owners receive critical updates.
  • Ability to adapt to changes in a fast-paced work environment; manage competing demands and frequent changes, delays, or unexpected events.
  • Ability to compose letters, emails, and other professional documents.
  • Assist owners in preparation for internal and external meetings by managing organizational communication, scheduling, and logistics.
  • Manage all aspects of complex international and domestic travel for the family, including flights (commercial and private), hotels, and transportation.
  • Research and vet hotels, restaurants, and experiences, ensuring the highest standards.
  • Adapt quickly to last-minute changes in travel plans.
  • Work with trusted travel agents to ensure seamless arrangements.
  • Coordinate special events such as social gatherings.
  • Assist in answering the executives phone lines and direct calls as needed to staff.
  • Maintain and update executives contacts and other similar systems.
  • Distribute mail.
  • Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from owners.
  • Continually look for ways to evolve and improve the operational efficiency of systems and processes impacting owners and office operations.
  • Maintain responsibility for general office upkeep and look and feel. This includes keeping kitchen and supply areas stocked, clean, and functional.
  • Liaise with the family office regarding bill payments, personal expenses, and financial tracking.
  • Handle medical appointments, insurance claims, and new doctor / dentist setups for the family.
  • Act as a point of contact for the familys children, assisting with logistics, scheduling, and general coordination.
  • Liaise with household staff (including nannies, chefs, drivers, house managers), ensuring smooth day-to-day operations.
  • Work on assigned projects and other administrative duties as needed.
  • Run errands as needed.

    • Requirements of the Personal / Executive Assistant :

  • Bachelors Degree.
  • 2+ years as a similar role, preferably in a related field and / or with a small fast-paced company.
  • Real Estate rental experience a plus.
  • Must be able to demonstrate excellent time management, organization, and attention to detail, along with good judgment and decision-making with a high level of confidence and discretion.
  • Mature, adaptable, and a self-starter, but also a team player who can share and handle shifting priorities.
  • Articulate and Professional able to communicate efficiently and effectively to team members and owners (verbal and written) and represent the company at the highest level.
  • Willing to do both simple and complex tasks no ego.
  • A creative thinker who can adapt quickly in a fast-paced environment and think from a solution-oriented perspective.
  • Proficient in MS Office Suite and Adobe Acrobat with an emphasis on Outlook. Should possess the ability to quickly acclimate to technology after training.
  • Must be able to maintain confidentiality and perform under pressure
  • Must have a positive and go-getter attitude
  • Flexible and availablethis is not a 9-5 role, and occasional weekend or after-hours availability is required.
  • Verification of identity, education, prior employment, and references may be required
  • The salary range posted for this New York City-based position is a good faith estimate. Actual salary may vary based on several factors, including but not limited to, level, experience, and qualifications for the role.
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