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Administrative Coordinator for the Executive Office

2 months ago

New York, New York, United States Single Family Office Full time

Personal Assistant, Executive Office

Company Overview

We are a prominent single-family office based in New York, engaged in various sectors including real estate, banking, and fintech, managing assets exceeding $4 billion USD.

Position Overview

We are looking for a skilled professional to join the Executive Office, providing comprehensive administrative support to the Chairman on a daily basis. This role presents an exceptional opportunity to become part of a well-regarded family office known for its inclusive culture and the chance to collaborate with esteemed internal and external partners.

The ideal candidate will possess strong organizational skills, a pragmatic approach, and the ability to manage multiple tasks efficiently without becoming overwhelmed. Furthermore, the Personal Assistant will be adept at interacting with all levels of internal management and staff, as well as external clients, vendors, and candidates in a dynamic environment. This position requires the maintenance and safeguarding of highly confidential corporate information, serving as the primary point of contact both internally and externally, and operating independently with minimal oversight.

This role is designed for immediate engagement.

Key Responsibilities

  • Prepare executives with all necessary materials and information for meetings, events, and travel by compiling reports and presentations.
  • Manage complex calendars to keep the Executive Office organized with essential meetings and discussions, ensuring thorough follow-up.
  • Organize information and facilitate information flow across the organization.
  • Handle sensitive and confidential information with the utmost discretion.
  • Engage with external stakeholders by responding to inquiries on behalf of executives as required.
  • Adopt a proactive and pragmatic approach, considering all scenarios and gathering relevant information before communication.
  • Create reports using Excel and PowerPoint.
  • Participate in projects as needed.

Qualifications

  • Exceptional verbal and written communication skills in English, along with proficiency in at least one of the following languages: Mandarin Chinese or Cantonese. Knowledge of Spanish or Portuguese is advantageous.
  • A minimum of 3 years of administrative support experience in a fast-paced professional setting, with a preference for backgrounds in private equity, investment banking, law firms, or professional services.
  • Experience working with senior leadership is preferred.
  • Strong attention to detail, follow-up capabilities, and excellent organizational skills are essential.
  • A high level of professionalism and cultural sensitivity is required.
  • A basic understanding of mergers and acquisitions, private investing, or real estate is a plus.
  • Ability to perform professionally under pressure, demonstrating urgency, adaptability, flexibility, and resourcefulness.
  • Willingness to travel occasionally and work after hours if necessary.
  • A bachelor's degree or higher is required.

Application Process: Interested candidates are encouraged to submit their resumes through the appropriate channels. Applications will be evaluated on an ongoing basis.