Special Assistant

The Executive Assistant provides comprehensive administrative, logistical, and operational support to the principal and household. This individual will manage day-to-day executive support tasks, oversee property operations and maintenance, coordinate household and vendor relationships, handle billing and budgets, and arrange complex domestic and international travel. The ideal candidate is highly organized, proactive, trustworthy, extremely detail sensitive and experienced in managing both professional and personal affairs with the utmost discretion and efficiency.

Key Responsibilities:

Executive & Administrative Support
-Provide high-level administrative support, including calendar management, scheduling, correspondence, and document preparation.
-Serve as a liaison between the principal, vendors, contractors, staff, and other stakeholders.
-Manage confidential information with the utmost discretion (eg, including medical billing and health insurance claims, etc. for family)
-Track deadlines, appointments, renewals, and ongoing projects.

Property & Household Management
-Source, vet, negotiate with and manage vendors and contractors (landscaping, housekeeping, security, etc.).
-Oversee maintenance, repairs, and upkeep of multiple properties (residential and/or investment).
-Conduct routine property inspections, coordinate preventative maintenance, and ensure systems (HVAC, pool, security, etc.) are in good order.
-Research solutions and evaluate proposals for projects and issues at properties – finding best solution, price/cost comparison analysis, coordination with property managers (if applicable) and contracted vendors to implement, review/sign off on related invoices for such work.
-Coordination with architects, surveyors, etc. for occasional property projects.
-Oversee residential and commercial properties (currently four) that are leased to third parties – eg, serving as a first call for issues that might arise, ensuring that relevant property manager is responsive and assist with onboarding/offboarding tenants and finding (eg, through services like Airbnb, VRBO, brokers) replacement tenants, when leases expire.
-Maintain household inventories and ensure timely restocking of essentials.
-Coordinate seasonal property preparations and openings/closings.
-Prepare and manage service schedules for properties.
-Maintain organized files for household/property instruction manuals, etc.

Billing & Budgeting
-Review and reconcile household and property-related invoices and statements (in coordination with family office accounting team)
-Coordinate with external accountants and internal accounting team for bill payment, record-keeping and timely payment of insurance policy premia, property taxes, other state and local filings and fees.
-Maintain organized financial and vendor records.
-Prepare budgets and monthly expense reports. Review monthly P&L statements for properties.

Travel & Logistics Coordination
-Plan and manage complex domestic and international travel itineraries.
-Arrange accommodation, transportation, and dining reservations.
-Coordination of service for, and seasonal transport of, family cars.
-Prepare detailed travel briefs and manage last-minute changes or emergencies.

Other Responsibilities
-Handle confidential/sensitive family office entity information (eg, handling payroll processing through the firm’s PEO, Insperity) for senior family office staff.
-Assist with personal errands, purchases, and event coordination as needed.
-Anticipate principal’s needs and proactively identify ways to streamline operations.
-Maintain a high level of professionalism and flexibility in a dynamic environment.

Qualifications:
-5+ years of experience as an Executive Assistant, Personal Assistant, or Estate/Property Manager.
-Strong organizational and multitasking skills with exceptional attention to detail.
-Experience managing multiple properties or estates.
-Proficiency in Microsoft Office Suite; familiarity with expense management software a plus (eg, current systems are QuickBooks Enterprise, Bill.com).
-Excellent written and verbal communication skills.
-High level of integrity, confidentiality, and professionalism.
-Ability to travel occasionally and respond to urgent issues outside normal hours when needed.

Compensation & Benefits:
-Competitive salary commensurate with experience.
-Health insurance, PTO, 401K, travel reimbursements
-Opportunity for long-term growth and trusted relationship with the principal and family.

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Please submit your resume for consideration!