Our client is a highly regarded private organization seeking an experienced Executive Assistant to provide high-level administrative and organizational support. Working closely with the Senior Executive Assistant to the Chairman and taking operational direction from this role, the EA helps coordinate priorities and deliver seamless, high-touch support to leadership and family members, with an emphasis on efficiency, responsiveness, and discretion.
The ideal candidate is highly organized, logistics-oriented, adaptable, and service-minded, with sound judgment and the ability to anticipate needs, manage competing priorities, and build trusted relationships in a fast-paced, ever-changing environment.
Please note that this role is based full-time onsite at the corporate office and requires flexibility to accommodate occasional after-hours requests.
Key Responsibilities
- Provide administrative support to executives, including coordination of meetings, preparation of materials, document management, correspondence, expense reporting, and general executive assistance as required.
- Coordinate internal meetings, ensuring agendas, materials, logistics, hospitality, and follow-up actions are properly managed and executed.
- Track action items, monitor deadlines, and ensure timely follow-through on commitments arising from meetings, projects, and ongoing initiatives.
- Support the day-to-day administrative operations of the private office, including maintaining records, coordinating vendors and service providers, managing office resources, and assisting with office events and family gatherings.
- Assist with projects and initiatives by conducting research, coordinating third parties, preparing documentation, and tracking milestones and deliverables.
- Serve as a primary support resource for second-generation family members, providing responsive and discreet assistance across personal, travel, lifestyle, and business-related matters.
- Coordinate domestic and international travel, including flights, accommodations, ground transportation, visas, itineraries, travel documentation, and contingency planning.
- Manage personal administrative needs including memberships, registrations, renewals, gifting, reservations, and other lifestyle-related requests.
- Liaise with household staff, property managers, security personnel, and external service providers to ensure seamless execution of family-related requirements.
- Support family members' business interests and external engagements through coordination, documentation, and follow-up as required.
- Research and source vendors, services, experiences, and solutions to support both family and office needs.
- Provide administrative coverage and support to the Senior Executive Assistant to the Chairman and wider executive team during peak periods or absences as required.
- Partner closely with the Senior Executive Assistant to the Chairman to ensure consistent coordination, communication flow, and execution.
- Maintain strict confidentiality and exercise sound judgment in all matters relating to the family, executives, and business interests.
Qualifications
- 5–7 years of experience in a Family Office, private office, executive support, or high-net-worth environment.
- Demonstrated experience supporting multiple stakeholders in a fast-paced, service-driven environment.
- Proven ability to coordinate complex domestic and international travel (private and commercial) and manage competing priorities.
- Excellent organizational, communication, and problem-solving skills with exceptional attention to detail.
- High degree of professionalism, discretion, and sound judgment when handling confidential information.
- Proficiency with Microsoft Office Suite.
- Ability to work independently while contributing to a collaborative, team-oriented environment.
