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Our client, based in Gramercy, Manhattan, is looking for a Temporary to Permanent Executive/Personal Assistant to support a renowned Author/Historian and their household. The role requires someone who operates with genuine independence: who reads a situation, anticipates what is needed before being asked, exercises sound judgment under pressure, and takes full ownership of outcomes rather than waiting for instruction. The successful candidate will work out of a home office in a family brownstone in NYC, effectively serving as the right hand to a busy public figure – managing the operational, administrative, and logistical complexity of their professional and family life so that nothing falls through the cracks. This requires someone to be on-site Monday through Friday and the hours are 9am-6:30pm with flexibility or after hours as needed. Compensation is up to $90K.
What We Need from This Role
- Sound independent judgment – you will regularly need to make decisions on the author’s behalf without handholding and get them right.
- A genuinely proactive mindset – anticipating scheduling conflicts, household needs, and family logistics well before they become problems, not reacting after the fact.
- Ownership and follow-through – seeing tasks through to completion, closing loops, and flagging issues before they escalate.
- Discretion and professionalism – this household values confidentiality and calm, capable handling of sensitive personal and professional matters.
- Resilience and composure – comfortable managing multiple moving parts and shifting priorities in a fast-paced, high-touch environment.
Key Responsibilities:
Household & Personal Support
- Oversee household staff across two homes – scheduling, payroll, and benefits administration – with a firm, organized hand.
- Partner closely with the PA in the London home office to ensure continuity and no gaps in coverage across time zones.
- Take initiative on errands, trip planning, and family and college scheduling – thinking several steps ahead rather than responding task-by-task.
- Deliver polished concierge-level support: personal shopping, private car bookings, tickets, restaurant reservations, and tailoring, anticipating preferences without needing to be reminded.
- Coordinate shipping and installation of fine art and antiques from auction houses, managing vendors and timelines proactively.
- Manage petty cash, invoices, bill remittance, and expense reporting in close coordination with off-site bookkeepers and accountants, with meticulous attention to accuracy.
- Handle medical, property, and automobile insurance claims from start to resolution.
- Plan and run local and international events – including at exclusive private clubs and other venues – owning every detail from guest lists to menus and florals.
- Manage the author’s calendar and complex travel arrangements, proactively resolving conflicts and rebooking as circumstances change.
- Act as a firm, capable gatekeeper – fielding calls and protecting the author’s writing time and focus without being asked to intervene.
- Track important family events and milestones and build in the lead time needed to prepare for them properly.
- Exercise sound judgment to anticipate schedule changes and make sensible, timely decisions on behalf of the author and family.
Research & Media Management
- Catalog and organize bibliographic references for ongoing research projects with rigor and consistency.
- Manage and grow the author’s social media presence with a strategic, editorial eye.
- Conduct substantive academic research, source materials, build bibliographies, and collate research – bringing genuine intellectual curiosity to the work.
Skills and Qualifications
- Ideally 3-5 years of experience in a Personal Assistant, Executive Assistant, or Chief of Staff-style role, ideally supporting a principal, family, or household with multiple moving parts.
- A demonstrated track record of using initiative and sound judgment, not simply following instructions.
- Excellent organizational skills and the ability to manage multiple high-priority tasks simultaneously without dropping details.
- Strong common sense, mental agility, and a genuinely proactive approach to anticipating needs and changes before they arise.
- Outstanding communication and interpersonal skills, with the discretion and polish suited to a high-profile household.
- Proficiency in Instagram, Twitter/X, Google Suite, and MS Office.
- Experience in event management and academic research strongly preferred.
- A calm, solutions-first attitude – someone who brings us answers, not just questions.
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