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 interests
- Serve as the Principal's proxy
- Manage complex schedules across multiple time zones
- Coordinating with the family office, house managers, travel concierge, and various vendors to ensure seamless operations across both personal and professional spheres
- Handle email correspondence and communications, including RSVPs, thank you notes, letters, and memorandums
- Draft and update monthly newsletters, bios, curriculum vitae, artwork series summaries, etc
- Serve as the primary point of contact for the Principal's professional and personal matters
- Support the Principal's civic and charitable board memberships and engagements
- Reconcile weekly credit card statements, recognize fraudulent charges, and take appropriate action to remedy the situation
- Maintain spreadsheets to monitor expenditure and allocations
- Assist with audit preparations by providing requested documentation
- Maintain organized digital and paper records of all financial transactions
- Support the management of Principal's art studios across locations
- Confirm ACH and wire details verbally with vendors before processing payments
- Instruct eligible parties on proper billing protocol based on studio location
- Track recurring autopayments and expenses
- Update and cancel accounts set for autopay with new forms of payment as needed
- Offer 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 family
- Complete updates to the studio website, including layout, photography, and copy
- Manage updates to news and press items, social media, PR, and branding opportunities
- Organize 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 activities
- Manage visa and immunization requirements as needed
About You:
- Minimum of 7 years of experience in a related support position
- BA/BS from a college or university a plus
- proficiency 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 plus
- Strong writing skills
- Dynamic and proactive comfortable in a fast-paced environment.
- Polished, professional demeanor
- Proactive go-getter; no task is too big or too small
- Outstanding communication skills
Salary, Bonus, Benefits (medical, dental, vision), 3 weeks' Paid Vacation, 6 Federal Holidays
Hours: 9am-6pm