JOB ID: EB-2988037858

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Position:

Executive/Personal Assistant 

Attractive Factors:

• Fun/collaborative team
• Exposure to their many high-profile clients
• Fantastic benefits package (M/D/V covered 100%, 401k matching, wellness stipend, personal education allowance and commuter benefits program)

The Opportunity: Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to support a Firm Co-Founding Partner as part of their administrative team. This Partner has with a highly demanding and dynamic schedule, that periodically spans across time zones. This position will handle core personal and administrative assistant duties as well as a wide array of other responsibilities including special ad hoc projects. The ideal candidate must be exceptionally responsive, available to handle tasks and communications outside of regular business hours, possess a keen eye for detail, and thrive in a fast-paced environment. Confidentiality, sound judgment, and effective multitasking are imperative to success, as this role will offer a unique opportunity to engage heavily and directly with both a Co-Founding Partner as well as with the teams of some of the world’s most prominent leaders and influencers. 

Principal Responsibilities:

• Arrange, confirm, reschedule, and follow up on appointments
• Liaise with the Family Office team, external partners, and outside boards on behalf of the Partner in a highly prompt and professional manner
• Manage, coordinate, and liaise with vendors and contractors as needed
• Maintain a contact list of vendors and service providers
• Create and maintain a spreadsheet of seasonal tasks and vendor list; ensure completion at the appropriate time
• Maintain housing manual with updated information
• Research various activities, events, and travel destinations and homes
• Understand the geography of the Partner’s travels
• Plan domestic and international travel arrangements; arrange hotel and ground transportation
• Support the planning and organization set-up requirements for Partner-hosted events
• Process mail and coordinate with the Family Office and administrative team
• Reconcile expenses; assist with bill paying and invoice tracking / management for the homes alongside the Family Office and administrative teams
• Manage and update a current database that includes friends, business contacts, and relatives to include phone numbers, addresses, birthdays, and other special events
• Prepare correspondence and ghost writing; includes drafting and editing emails and other communications on partner’s behalf
• Maintain an inventory of supplies; restock as needed
• Maintain vehicles and service schedule
• Assist with household projects and maintaining residence for Partner

Qualifications:

• The ideal candidate is highly organized and detail-oriented with prior household management experience, as well as resourceful, discreet, and highly responsive, even outside of regular business hours
• Candidates must have experience managing multiple properties
• Travel Flexibility: Willingness to travel approximately 20% of the time to Los Angeles
• Organization & Time Management: Exceptional organizational skills with the ability to multitask
• and prioritize effectively
• Communication: Strong verbal and written communication skills, with a polished and professional demeanor
• Discretion & Trust: High level of integrity and discretion in handling confidential information
• Tech Savvy: Comfortable with technology and able to manage digital calendars, communications, and travel apps
• Problem-Solver: A proactive and resourceful individual who can anticipate needs and provide
• solutions before they arise
• Team Player: Someone who enjoys working closely with a supportive team, values collaboration, and thrives on building positive relationships with colleagues