Job Description

Executive / Personal Assistant for Philanthropist (UWS Manhattan)

A busy, retired business owner and philanthropist is looking for an Executive/ Personal Assistant who is highly organized and proactive. The individual will be responsible for providing comprehensive administrative and personal support, and requires exceptional attention to detail and the ability to manage multiple tasks simultaneously. The assistant works out of a home office in a calm environment close in proximity to the principal, who is 81 years old and still sits on many boards in addition to running a family foundation. She lives in a historic building that requires some attention, and her winter and spring gala seasons are busy with events. Most recently the job has involved handling tech difficulties, carefully arranging travel now that she has some mobility issues, hiring staff to support her changing needs, and managing her financials.

Requirements include:

1. Undergraduate degree; proven experience as an Executive/Personal Assistant or similar role; strong organizational skills and ability to prioritize tasks; excellent communication and interpersonal skills.
2. Proficiency in ǪuickBooks is a must, as well as Microsoft Word and Apple IOS; strong Google Suite skills.
3. Experience in property management and staff supervision is ideal, especially any experience with project managing renovations or historic NYC buildings.
4. Ability to work independently and use common sense to determine how things should run; strong problem-solving and decision-making skills; detail-oriented and highly reliable.

Responsibilities include:

Administrative Support

1. Staff Management: Manage and supervise staff members (full-time house keeper, part-time driver, dog trainer, etc.), assigning task and providing support as needed.
2. Financial Management: Use ǪuickBooks to track expenses, manage and reconcile accounts, and prepare budgets.
3. Vendor Management: Coordinate with vendors, contractors, and service providers for property maintenance and repairs. Monthly and yearly HVAC maintenance, window cleaning, filter changes, interior design updates, etc.
4. Legal and Financial Matters: Communicate with lawyers and accountants, update legal documents, and submit taxes.
5. Family Foundation: Coordinate yearly giving from the Family Foundation as well as process grant requests, organize needed paperwork, respond to requests.
6. Board Member Support: Assist with coordinating RSVPs to numerous Board meetings. Organize documents and agendas for meetings.
7. Property Management: Oversee the day-to-day operations of two properties, the NYC apartment and a waterfront Long Island condo.

Personal Assistance

1. Calendar Management: Coordinate calendars, schedule appointments, and plan all travel arrangements.
2. Correspondence: Handle incoming and outgoing correspondence, including emails, phone calls, and mail in a timely manner.
3. Event Planning: Assist with event planning and coordination, holiday travel, scheduling cars, planning tables for galas, making reservations.
4. Guest management: Ensure guests have smooth visits. Inform building of arrivals, give and keep track of apartment keys, maintain a list of dietary needs and restrictions.
5. Technology: Be a capable problem solver. Maintain household televisions, landlines, alarm, Lutron shade, and lighting systems. Troubleshoot Apple products, Brother printer, and Spectrum internet.
6. Medical Coordination: Schedule appointments, communicate with doctors, ensure proper and correct refills of prescriptions, schedule and plan a yearly trip to Mayo. Organize all medical files and documents.
7. Pet care: Help care for a young Maltese hypo-allergenic dog. Maintain diet, bathing, brushing, play needs. Coordinate and reinforce training. Handle a daily walk. Track and schedule vet visits.

M-F 9-5:30 with most Mondays remote

$100K/ year (may vary with experience)

Employer provides a health insurance stipend of up to $700/month

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