Overview
Our organization is a New York–based luxury group and family office located on Fifth Avenue, specializing in high-end brand partnerships and philanthropic initiatives. We curate exclusive products and experiences for an elite clientele while supporting multiple nonprofit programs. The Executive Assistant will provide polished, resourceful C-suite support to the President & CEO, blending classic executive assistance with coordination of PR, events, and brand activations. This on-site role requires impeccable judgment, discretion, and the ability to manage personal and professional priorities seamlessly. The ideal candidate thrives in a fast-paced, detail-intense environment and exercises a proactive, service-oriented mindset.
Responsibilities
- Manage a complex, multi–time-zone calendar, prioritizing meetings and providing proactive time-blocking, buffers, and briefing materials.
- Act as gatekeeper and liaison to internal executives, brand partners, board members, donors, and VIPs.
- Prepare daily briefs, agendas, talking points, and follow-up notes; track action items to completion.
- Draft, proof, and route correspondence across email, letters, WhatsApp, and text with a refined, brand-appropriate tone.
- Plan and coordinate complex domestic and international travel, security needs, accommodations, and ground transportation; create detailed itineraries with contingencies.
- Oversee onsite support for appearances, sponsorships, press days, and maintain run-of-show documentation.
- Coordinate brand activations, trunk shows, clienteling events, sponsorship integrations, and sample logistics.
- Interface with PR agencies, stylists, showrooms, photographers, and media; manage press calendars, speaking requests, and post-event coverage tracking.
- Support nonprofit initiatives, including board and committee scheduling, meeting materials, minutes, and action tracking.
- Manage gala and benefit logistics: RSVPs, seating charts, guest communications, and pledge documentation.
- Liaise with household staff and external vendors for personal appointments, travel, gifting, special occasions, and concierge requests.
- Handle personal errands and purchases with rigorous expense tracking and documentation.
- Maintain the Fifth Avenue office: visitor protocol, VIP hospitality, meeting preparation, supplies, and confidential files.
- Process expenses, reconcile statements, and assist with bookkeeping in coordination with finance.
- Uphold strict confidentiality, discretion, and data security at all times.
Requirements
- Minimum 5 years of Executive Assistant experience supporting a C-level principal or family office in luxury, finance, media, or related high-visibility environments.
- Proven success working with ultra-high-net-worth individuals and high-profile stakeholders.
- Mastery of complex calendar management, travel orchestration, and event/PR coordination for VIP engagements.
- Exceptional written and verbal communication skills with impeccable grammar and a refined style.
- Tech-savvy proficiency in Google Workspace and/or Microsoft 365; familiarity with Slack, Zoom, Asana, Notion, or similar tools.
- Hebrew language skills are a plus, but not required.
- Calm under pressure with strong problem-solving abilities, anticipatory thinking, and the capacity to protect time and privacy.
- High integrity and judgment; willingness to undergo background check and adhere to strict confidentiality standards.
- On-site presence in Manhattan required, with flexibility for occasional evenings, weekends, and travel.
- Service-oriented, hyper-organized, detail-obsessed, and proactive prioritizer with a polished interpersonal presence.
