Personal/Executive Assistant - GLOCAP : Job Details

COMPANY: Real Estate

POSITION: Personal/Executive Assistant

LOCATION: New York, NY (onsite 5 days)

HOURS: 8:30am – 5:30pm with flexibility/connectivity outside of work hours/weekends

COMPENSATION: Up to $130K* DOE plus discretionary bonus

BACHELOR'S DEGREE: Required

Our client, one of the most established developers, owners, and managers of residential and commercial spaces in New York City, is seeking a Personal/Executive Assistant to support four executives alongside another EA. About 80% of the work will be personal support and 20% business-related tasks. The role involves managing daily operations, anticipating needs, and ensuring both personal and professional priorities run seamlessly. The ideal candidate is extremely detail oriented, proactive with a “24/7” mindset, willing to take on any task, big or small, and is collaborative, kind, and team oriented.

Responsibilitiesof the Personal/Executive Assistant (In partnership with another Executive Assistant):

-Meticulously organize and coordinate four owners' daily calendars—including but not limited to scheduling appointments, coordinating logistics for any events/engagements, dinner reservations, and handling special event invitations on behalf of the owners.

-Gatekeep and streamline communication, ensuring the owners receive critical updates.

-Ability to adapt to changes in a fast-paced work environment; manage competing demands and frequent changes, delays, or unexpected events.

-Ability to compose letters, emails, and other professional documents.

-Assist owners in preparation for internal and external meetings by managing organizational communication, scheduling, and logistics.

-Manage all aspects of complex international and domestic travel for the family, including flights (commercial and private), hotels, and transportation.

-Research and vet hotels, restaurants, and experiences, ensuring the highest standards.

-Adapt quickly to last-minute changes in travel plans.

-Work with trusted travel agents to ensure seamless arrangements.

-Coordinate special events such as social gatherings.

-Assist in answering the executives' phone lines and direct calls as needed to staff.

-Maintain and update executives' contacts and other similar systems.

-Distribute mail.

-Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from owners.

-Continually look for ways to evolve and improve the operational efficiency of systems and processes impacting owners and office operations.

-Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean, and functional.

-Liaise with the family office regarding bill payments, personal expenses, and financial tracking.

-Handle medical appointments, insurance claims, and new doctor/dentist setups for the family.

-Act as a point of contact for the family's children, assisting with logistics, scheduling, and general coordination.

-Liaise with household staff (including nannies, chefs, drivers, house managers), ensuring smooth day-to-day operations.

-Work on assigned projects and other administrative duties as needed.

-Run errands as needed.

Requirements of the Personal/Executive Assistant:

-Bachelor's Degree.

-2+ years as a similar role, preferably in a related field and/or with a small fast-paced company.

-Real Estate rental experience a plus.

-Must be able to demonstrate excellent time management, organization, and attention to detail, along with good judgment and decision-making with a high level of confidence and discretion.

-Mature, adaptable, and a self-starter, but also a team player who can share and handle shifting priorities.

-Articulate and Professional – able to communicate efficiently and effectively to team members and owners (verbal and written) and represent the company at the highest level.

-Willing to do both simple and complex tasks – no ego.

-A creative thinker who can adapt quickly in a fast-paced environment and think from a solution-oriented perspective.

-Proficient in MS Office Suite and Adobe Acrobat with an emphasis on Outlook. Should possess the ability to quickly acclimate to technology after training.

-Must be able to maintain confidentiality and perform under pressure

-Must have a positive and go-getter attitude

-Flexible and available—this is not a 9-5 role, and occasional weekend or after-hours availability is required.

-Verification of identity, education, prior employment, and references may be required

*The salary range posted for this New York City-based position is a good faith estimate. Actual salary may vary based on several factors, including but not limited to, level, experience, and qualifications for the role.