Executive-Personal Assistant

Title: Executive-Personal Assistant

Location: Long Island, New York

Job Description:

Our client, an established private family office on Long Island, is looking for an experienced Executive and Personal Assistant to join its collaborative, longstanding administrative team. Approximately 90% of the role will involve executive and personal support to one executive and their family, with the remaining 10% dedicated to executive support for another executive within the family office. The position will initially lean toward personal support, with executive responsibilities growing as the principal becomes more involved in the family business. This role offers excellent potential for long-term growth alongside the executive, with hands-on training and support from an experienced EA team. Confidentiality, sound judgment, flexibility, and a strong commitment to building a lasting working relationship are imperative to succeed in this role.

 

RESPONSIBILITIES

• Provide comprehensive executive and personal support to the primary executive and their family, with additional executive support to another principal

• Manage busy business and personal calendars, proactively resolve scheduling conflicts, and anticipate materials and logistics needed for upcoming commitments

• Coordinate domestic and international travel, including flights, accommodations, ground transportation, reservations, and detailed itineraries

• Manage personal appointments, restaurant reservations, family activities, and other day-to-day requests

• Liaise with household staff, property managers, vendors, and internal teams to coordinate personal and household needs

• Prepare and proofread correspondence, presentations, reports, and other documents

• Process and track expense reports and reimbursements

• Track requests, deadlines, and outstanding items, anticipating needs and ensuring timely follow-through

• Assist with planning and logistics for family gatherings, corporate events, and special projects

• Partner closely with the established EA team, learning family preferences and procedures while gradually assuming ownership of the principals’ needs

• Provide coverage and support across the administrative team as needed

• Maintain the highest level of discretion when handling confidential personal and business information

QUALIFICATIONS

• Ideally 10–15 years of Executive Assistant / Personal Assistant experience, preferably within a private family office or similarly demanding, fast-paced support environment

• Demonstrated longevity in prior roles and an interest in a long-term opportunity with room to grow

• Exceptional discretion, unquestioned integrity, and sound judgment

• Superior communication and interpersonal skills, with a warm, professional approach, appropriate boundaries, and the confidence to take ownership/leadership

• Strong organizational and time management skills; ability to manage competing priorities accurately and meet deadlines

• Advanced proficiency in Microsoft Outlook and Word, with proficiency in PowerPoint and Excel

• Experience using online travel booking and automated expense reporting systems

• Proactive, resourceful, and comfortable making informed decisions with minimal direction

• Positive attitude and willingness to roll up sleeves; no task too big or too small

• Ability to work independently while collaborating closely with an experienced, established team

• Flexibility to adapt to changing responsibilities and schedules, including additional hours and availability as needed

• High school diploma required; associate’s or bachelor’s degree preferred

SALARY

$115–130K base depending on experience + bonus + comprehensive benefits, including medical, dental, vision, and a 401(k) with company match

 

HOURS

8am–5pm, Monday–Friday, with flexibility based on the principals’ needs

Hybrid schedule: 3 days/week in the Long Island office and 2 days remote

Initial three-month training period: 4 days/week in office and 1 day remote