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Fast-paced, private family office based between NYC and Miami is seeking to hire a Temporary to Permanent Executive Personal Assistant to support the Principal based in Miami, Fl. This position is ideal for a motivated, self-starting professional open to diving into both administrative responsibilities as well as special project assignments with excellent problem solving and critical thinking skills. Requiring 3/4 days in-office in Brickell, the candidate should have a 24/7 mindset with availability to travel 20% of the time.
Responsibilities:
Executive Assistance
- Assist the Principal with maintaining and monitoring tasks, scheduling, and deadlines
- Regularly interface with high-profile professionals, communicate on behalf of the Principal to clients, investors, partners, and board members
- Collaborate with the Deputy Chief of Staff to handle logistics for internal and external meetings, projects, and special assignments
- Manage expense reports and vendor invoices as needed
Personal Assistance
- Assist in scheduling personal appointments
- Coordinate personal travel end-to-end logistics, creating itineraries and making travel arrangements for groups up to 25
- Manage and coordinate personal matters for Principal and family including errands, scheduling and event preparation, working closely with spouse to support day-to-day needs of family
- Assist with ad-hoc job-related and personal requests as needed
Project Management
- Project management across complex properties and projects, including under-construction homes and boats
- Liaise with personal staff, executive support team, and management companies as needed to maintain and coordinate for existing properties (including homes, vehicles, boats)
Ideal profile and characteristics:
- Quick and agile thinker / learner able to function well in a high-paced, rapidly evolving environment
- Proven ability to meet deadlines, multi-task, and take full ownership of responsibilities
- Flexible and resilient with an eagerness to learn, receptive to constructive feedback
- Detail oriented with excellent time management and organizational skills
- High level of integrity, discretion, professionalism, and confidentiality
- Ability to anticipate the needs of the Principal, the team, and the company
- Tech-savvy and resourceful
- Proactive, positive, energetic personality with a can-do attitude
- Excellent written and verbal skills
- Advanced knowledge of Microsoft Office Suite, including proficiency in Excel
- Willingness to travel domestically and internationally to support on the ground as needed
Education and Experience:
- 5+ years executive/personal assistant experience; must have experience supporting a C-level executive and/or ultra-high-net-worth-individual
- Must have experience booking commercial/private travel and utilizing loyalty/reward programs
- Must have experience in project management
- Bachelor’s degree preferred but not required
A1415702NY-Temp_1745511040