C- LEVEL EXECUTIVE ASSISTANT
West Village, NY, NY
POSITION SUMMARY
Based in a West Village Family Office, a dynamic, entrepreneurial and philanthropic couple seek an experienced, worldly, C-level Executive Assistant (EA) to serve as their calendar gatekeeper and support them in all areas of general administration, office management, lifestyle and special projects. The Principals and their young children reside in the West Village, close to where the Family Office is located. The family and the Family Office enjoy a casual, informal, but polished professional environment. In-office hours typically cover a traditional work week of Monday – Friday 9am-7pm, with the flexibility required to adjust for time zone changes when the couple is traveling.
The ideal candidate must be confident, bright, tenacious, and always operate with a negotiator mindset. The EA must also be a versatile multitasker who can wear many hats and pivot based on the Principals’ ever-changing priorities. This role requires a methodical, strategic thinker who can manage and accommodate the distinctive workstyles of two Principals with a tailored approach.. This role must also have a strong understanding of the New York metro area.
This role will report directly to the Principals and the Chief of Staff, who will be the sole source of directing their day-to-day work. Operating from a "need-to-know" basis, the EA will always respect and protect the privacy and confidentiality of the Principals and their family when collaborating with colleagues, vendors, advisors, and other family members. The EA will be responsible for calendaring, travel logistics, executive support, IT coordination, and general administration. Of key importance is managing the professional, personal, and family logistics to ensure the Principals and their children are well-aligned, coordinated, and aware of family and professional commitments.
The EA will demonstrate strong project management skills and work diligently to anticipate and be responsive to the Principals' needs to ensure smooth operations. The role will possess a humble, incremental approach to implementing change while striving to elevate personal service administrative processes. The Principals value succinct communicators who are resourceful, organized, unflappable, and possess an innate drive to execute tasks with efficiency and excellence. The EA must be an exceptional problem solver with a high EQ and a process-focused mindset. An energetic self-starter, the EA will take initiative without direction, seek additional clarification when needed, and regularly report on task status according to each Principal's preference. Excellent written and oral communication skills are a must.
Essential Duties and Responsibilities
Administration & Office Management
- Anticipation & Consistency - Provide executive and administrative support in all areas of the Principals' lives. Anticipate the Principals' needs and take immediate, thoughtful action in a logical sequence.
- Principal Calendar & Contact Management - Manage and maintain complex personal/social/business calendaring, which involves extensive scheduling and coordination with the Family, Family Office, and property vendors. Maintain accuracy of the Principals' contact database, including business, shared family, personal, property vendors, and emergency.
- Communication & Collaboration – Professionally represent and interface with Principals' friends, family, physicians, and other important personal advisors. Collaborate with the property and household services teams and business stakeholders to coordinate projects and elevate workflow.
- Communicate clearly and consistently. Report back to Principals for awareness when tasks are completed.
- Participate in daily/weekly meetings as requested to review projects, travel, Principals’ calendars, and staffing schedules.
- Professionally represent the Principals in all correspondence, including meeting preparation, notes, and research.
- Prepare a regular Pending Report based on the Principals' desired frequency.
- Coordinate with vendors as required.
- Mail & Package Shipping & Receiving – Coordinate with the Family Office to ensure the proper recording and distribution of all mail & packages. Liaise with remote property vendors and business contacts to inform and confirm receipt of items sent/received.
- Standard Documentation – Assist in developing and maintaining manuals, procedures, and checklists for operations, travel, etc., and regularly review to ensure all are up-to-date.
- Financial & Legal – As requested, assist in managing/tracking expenses and bills, reconciling credit cards, and coordinating with accounting partners in the Family Office. Review contracts pertinent to the Principals and liaises with the Family Office, as required.
- Special Projects – Oversee projects as assigned, including maintenance of archives, family or business memorabilia, and other business/venture/philanthropic-related information.
- General Administration - Assist with general administrative processes, including daily mail receipt, record, and distribution; filing; scanning; photocopying; drafting outgoing correspondence and proofreading material.
Travel Logistics
- Travel Itinerary, Logistics & Planning – Research and assist the Principals with itinerary planning, manage logistics, coordinate and negotiate all aspects of the trip, including airport transfers, flights (private and commercial), ground transportation, accommodations and rack rates, activities, and meal reservations.
- Travel Profile & Private Membership Management – Coordinate travel documents, Principals' and family travel profiles, including passports, Known Traveler IDs, Global Entry access, airline, and lodging preferences, seating and food preferences, allergies, and medical alert conditions. Manage and maintain private memberships for clubs and transportation providers, including applications, dues, mileage accounts, etc.
Residential Responsibilities
- Reporting & Progress Updates - Keeps the Principals apprised of all family member and guest movements and commitments and the operational status of all residences, including anything that might impact occupancy.
- Vehicle Maintenance – Oversee license, registration, service schedules, seasonal tire changes, detailing, etc.
- Pre-Visit Property Advances - Coordinate facilities, AV/IT, and grounds maintenance vendors in anticipation of visits. Stock/refresh preferred items, pre-ship, and prepare home for arrival.
- Move Management - Manage seasonal relocations and Family or guest visits to residential properties.
- Site Security – Liaise with security vendors to ensure protocols are maintained and access is controlled according to prescribed procedures.
- Emergency Evacuation & Disaster Preparedness Protocol – Develop and inform Principals of emergency protocols. Keep emergency provisions stocked and up to date.
- Staff & Vendor Background Investigation (BI)/Non-Disclosure Agreement (NDA) Protocol Oversight – Assure residential property staff, vendors, and service providers sign NDAs and have background investigations performed (as and if appropriate).
QUALIFICATIONS
Education & Experience
- A bachelor's degree and a minimum of seven-plus years of relevant experience providing executive/personal support with high accountability levels.
- Experience coordinating with diverse teams and other staff/vendors as required.
- Experience in maintaining a private employer's confidentiality, safety, security, and privacy.
- Superb written and oral communication skills; a gift for distilling information into verbal and written formats
- Tech-savvy: complete comfort with all standard Mac computers and Apple devices. Strong digital communication skills, including text, email; apps; calendaring programs; Microsoft Office suite (Word, Team & Excel); project management/messaging tools; quick learner of new apps. Must be familiar with and able to use WhatsApp for daily communication.
Personal Qualities & Character Sketch
- Warm, polished, poised, intuitive, respectful, calm, flexible, and collaborative by nature.
- Observant and attentive to the Principals’ preferences and able to replicate the qualities they enjoy.
- Has a can-do attitude, takes initiative and ownership of work, and thinks strategically. Provides multiple vetted solutions for the Principals' consideration, enabling them to make quick, well-informed decisions.
- Outstanding ability to track and organize incoming information and distill it into actionable points.
- Capable of effortlessly juggling competing deadlines while remaining calm and attentive to detail and accuracy.
- A creative, natural problem solver with the ability to anticipate the next steps and take a broad perspective to make the Principals’ lives easier.
- Outcomes-based mindset.
ADDITIONAL INFORMATION
- Work Location: This role will work on-site in the Family Office in the West Village or to meet with the Principals at their local home office, also located in the West Village.
- Local candidates or candidates with knowledge and understanding of NYC are preferred.
- Verifiable references, and a thorough background check, are required of all qualified finalists.
- Compensation: Up to $175K DOE, full medical benefits, 401k and annual bonus opportunity.
For immediate consideration, please email your updated resumé in Word (not pdf) to chris@christopherbakerstaffing.com .