Executive/Personal Assistant to Principal of Family ...

A distinguished family office is looking for an Executive/Personal Assistant to the Principal. The role is in office and will require monthly travel to Palm Springs, Aspen, and Chicago. The trips will on average be 2 days long. Occasionally a long trip up to 2 weeks may be required. The principal is also an established artist and philanthropist. The firm has a philosophy of work/life balance. The office in NYC is located at Rockefeller Center. About the Job:Manage multiple properties and business interestsServe as the Principals proxyManage complex schedules across multiple time zonesCoordinating with the family office, house managers, travel concierge, and various vendors to ensure seamless operations across both personal and professional spheresHandle email correspondence and communications, including RSVPs, thank you notes, letters, and memorandumsDraft and update monthly newsletters, bios, curriculum vitae, artwork series summaries, etcServe as the primary point of contact for the Principals professional and personal mattersSupport the Principals civic and charitable board memberships and engagementsReconcile weekly credit card statements, recognize fraudulent charges, and take appropriate action to remedy the situationMaintain spreadsheets to monitor expenditure and allocationsAssist with audit preparations by providing requested documentationMaintain organized digital and paper records of all financial transactionsSupport the management of Principals art studios across locationsConfirm ACH and wire details verbally with vendors before processing paymentsInstruct eligible parties on proper billing protocol based on studio locationTrack recurring autopayments and expensesUpdate and cancel accounts set for autopay with new forms of payment as neededOffer basic IT support to the Principal as needed.Coordinate events for the studio with particular emphasis paid to guest list management, invitation design, menu drafting, food procurement, event space design, vendor management, and expense tracking Work with the Asset Manager and household staff to execute personal events on behalf of the Principal and familyComplete updates to the studio website, including layout, photography, and copyManage updates to news and press items, social media, PR, and branding opportunitiesOrganize personal and research documents; create and maintain efficient filing systems Coordinate with the travel concierge to confirm global travel logistics, including flights, accommodations, ground transportation, restaurant reservations, and additional activitiesManage visa and immunization requirements as neededAbout You:Minimum of 7 years of experience in a related support positionBA/BS from a college or university a plusproficiency in technology - Mac operating system, Microsoft Office 365 Experience with in Adobe products, Artlogic, SyncSketch, Mailchimp, Harvest, social media (Instagram, Facebook, Twitter), Criteria Corp, and electronic filing systems such as and SharePoint a plusStrong writing skillsDynamic and proactive comfortable in a fast-paced environment.Polished, professional demeanorProactive go-getter; no task is too big or too smallOutstanding communication skillsSalary, Bonus, Benefits (medical, dental, vision), 3 weeks' Paid Vacation, 6 Federal HolidaysHours: 9am-6pm

Created: 2025-05-09