Executive Assistant to Vice Chairman

Overview:

The Executive Assistant (“EA”) to the Vice Chairman and Principal (“Principal”) of a prominent real estate company with an established family office plays a critical role in ensuring the Principal’s business, personal, philanthropic, and political affairs run smoothly and efficiently.

Operating as part of the family office, the EA reports to the Chief of Staff (“COS”) and is responsible for executing the day-to-day logistics that support the Principal’s professional and personal commitments. This includes complex calendar management, inbox oversight, high-end travel arrangements (including private aviation), and coordination of board-related activities. Serves as an integral part of the Principal’s support structure, collaborating through the Chief of Staff and engaging directly as needed. The EA may also provide support to other family members as needed.

This role is ideal for someone who enjoys executing detailed administrative and operational work, is comfortable following direction from the COS, and can anticipate and resolve operational needs within established boundaries.

Key Responsibilities:

Administrative / Inbox & Calendar Management

• Schedule and maintain Principal’s calendar across business, board, philanthropic, and personal commitments, ensuring accuracy, alignment, and responsiveness to shifting priorities.
• Regularly check Principal’s calendar against family calendar to coordinate schedules with other family members, resolve conflicts, and adjust schedules based on shifting priorities.
• Communicate scheduling changes to Principal, COS, and other involved parties (family, meeting participants, driver, etc.).
• Oversee preparation of, and send via email, daily and week ahead schedule summaries.
• Coordinate logistics for Principal’s meetings and calls
• For meetings hosted in-person by the Principal ensure all meeting logistics are in place: meeting room, building access, catering, audio/video, dial-in and IT requirements.
• Facilitate video and conference calls; initiate and monitor outgoing calls; provide IT support as necessary.
• Manage and maintain Principal’s Outlook Inbox, keeping organized; manage Junk Mail folder/blocked senders; keep Outlook Cabinet organized.
• Monitor and triage emails; draft responses and manage correspondence on Principal’s behalf; flag and escalate documents requiring approval and/or signature.
• Brief COS on all event invitations or other requests on Principal’s time, make recommendations for Principal’s participation, manage the workflow and responses based on Principal’s input, sending acceptances or regrets accordingly.
• Maintain Principal’s internal and external contacts, confirming contact information, adding new contact information, purging outdated or duplicate contacts.
• Coordinate with non-profit organizations and Boards for scheduling and to ensure principals are prepared for Board engagements and annual board submissions.
• Oversee preparation of board synthesis and deliver ahead of board meetings.

Operational & Personal Support

• Support IT needs (with internal IT team): troubleshoot issues; manage device content, passwords, and maintain records of serial numbers and purchase dates of technology purchases.
• Coordinate Principal’s medical appointments, coordination of doctors as needed, liaising with doctors on Principal’s behalf; facilitate all prescription management – prescription requests, delivery to appropriate location, refills.

Travel & Lifestyle

• Arrange and manage domestic and international travel, including private aviation, hotel, and ground transportation. Confirm travel plans with Principal and family; coordinate family calendars.
• On active travel days, monitor flights, address delays, changes or cancellations; update hotel accommodations and/or ground transportation as necessary, keeping Principals updated, as well as others as required.
• Provide concierge-level support: cell phone purchases, set-up, activation and issue resolution, online purchases, locating hard to find items, NYC purchases and returns, gift buying, obtaining concert, theater, sporting event and/or special event tickets, dinner reservations, occasional pet-sitting, and other miscellaneous errands.

Cross-Functional Coordination

• Liaise with internal teams (legal, accounting, investment, HR) to ensure timely execution of business and personal matters as directed.
• Handle sensitive information, logistics, and communications with confidentiality, discretion, and sound judgment.
• Anticipate administrative needs and take initiative to keep workflows organized and running smoothly.

Qualifications:

• Bachelor's Degree, and minimum 7+ years of experience as an executive assistant supporting a senior executive, ideally within a family office or for a high-profile principal.
• Experienced with managing complex calendars, inboxes, and extensive travel planning (private aviation experience strongly preferred).
• Exceptional written and verbal communication skills.
• Highly organized, detail-oriented, and able to thrive in a fast-paced, high-touch environment.
• Proven ability to manage multiple priorities and projects with accuracy and professionalism.
• Tech-savvy and comfortable using MS Office, G Suite, Zoom, and other tools.
• Positive, solutions-oriented mindset and strong judgment.
• Discreet, professional, and trustworthy with the highest level of confidentiality.
• Flexible and responsive, able to execute tasks efficiently, including outside standard business hours to accommodate the Principal’s and family’s needs.
• Deep knowledge of New York City and a well-connected, reputable network of luxury, hospitality, and lifestyle service providers.

Job Type: Full-time

Pay: $140,000.00 - $180,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Do you have experience supporting an ultra-high net worth individual?
• How many years of family office experience do you have?

Work Location: Hybrid remote in New York, NY 10017