THIS ROLE WILL REQUIRE WORKING MAINLY IN A MIDTOWN MANHATTAN OFFICE, AS WELL AS SOME TIME SPENT IN A GREAT NECK, NY OFFICE.
We are seeking a dynamic and enthusiastic Personal Assistant/Office Manager who functions in an efficient, detail-oriented, and proactive manner to join a family office team based in midtown Manhattan, with occasional workdays in Great Neck, NY.
The core responsibility of this position is to provide administrative and operational support in a fast-paced environment, while maintaining the utmost discretion regarding proprietary and confidential information. The ideal candidate is a team player who has a passion for small details, is agile, highly organized, diplomatic, and tactful—with a high degree of professionalism. This role requires someone who can confidently juggle multiple priorities, communicate effectively, and thrive in a dynamic setting supporting a UHNW family.
The Personal Assistant/Office Manager will serve as a key point of support for both personal and administrative needs, ensuring seamless day-to-day operations of the family and their offices.
PRIMARY RESPONSIBILITIES:
Office Manager/Administrator Duties:
- Oversee day-to-day office functions including vendor coordination, maintenance and repair services, deliveries, errands and basic tech support.
- Welcome and assist visitors to ensure positive and professional office experience.
- Oversee daily office operations, maintaining kitchen supplies, stocking beverages, and replenishing office inventory to ensure a smooth and efficient work environment.
- Coordinate food and beverage setup for meetings (coffee to full-scale lunches).
- Place lunch orders and manage restaurant vendor/delivery logistics.
- Manage monthly office-related bills.
Personal Assistant Duties:
- Reconcile monthly expenses.
- Collaborate with a team of executive assistants to ensure seamless support for the family’s daily needs and operations.
- Coordinate and manage schedules, including personal and professional appointments.
- Assist with planning and coordinating events, ensuring all details are executed smoothly.
- Plan domestic and international travel arrangements, providing detailed itineraries. This occasionally requires real-time support.
- Oversee mail, online orders, gifting, and other essential administrative tasks.
Qualifications:
- High school diploma required, associate or bachelor’s degree preferred.
- Minimum of three years of corporate, family office or other relevant executive administrative.
- Experience in roles that interface with senior level executives, external guests and an internal pool of assistants.
Preferred Skills:
- Proven ability to operate with absolute discretion and handle highly sensitive, confidential information appropriately.
- Professional experience in the food and beverage industry.
- Advanced proficiency in Microsoft word and Outlook, with working knowledge of PowerPoint and Excel.
- Excellent interpersonal, written, and verbal communication skills, with a polished and professional demeanor.
- Strong organizational and time management abilities; capable of managing multiple priorities and deadlines in a faced paced, high-pressure environment.
- Proactive and resourceful self-starter who can anticipate needs, solve problems independently, and exercise sounds judgment with minimal direction.
- Exceptional attention to detail and follow-through, with a commitment to accuracy and high-quality work.
- Positive, collaborative team player with a can-do attitude and the flexibility to adapt to shifting priorities.
The estimated annual base salary range for this position is $75,000 - 95,000
Base pay is only part of our total compensation package, which also includes an attractive annual discretionary bonus and robust suite of employee benefits for which you are eligible to participate in starting on your first day of employment.
Base pay offered will be determined on an individualized basis and we will consider your location, experience, and other job-related factors.
