KP577 - Full-Time Executive Personal Assistant - SoHo, NY

British American Household Staffing • Manhattan, NY, US • 5m ago

Overview

A semi-retired professional is seeking an energetic, empathic, and highly experienced executive assistant, starting ASAP. Candidates will work out of the client’s home in SoHo, and the schedule will be 8:30am-5:00pm, Monday through Friday, with the flexibility to be on call and respond to communication on Saturday, if ever required. This is an amazing opportunity for a candidate who enjoys working in a smaller and quieter household whilst also offering the ability to work on a varied number of projects, the ability to work autonomously, and the independence to introduce and implement new ideas into the household. Candidates should note that the role will start in SoHo but the client is in the process of renovating her primary residence in TriBeCa, which is a much larger property. All staff will be based out of this residence by the last quarter of 2025.

Responsibilities

Calendar Management for the Primary’s varied personal and business requirements.
Maintain a list of Primary’s medical records, physicians, and medications.
Create, update, and confirm all varied appointments for Primary and household.
Assist Primary with confidential US and international business electronic and written communications.
Assist with confidential US and International legal and banking filing, correspondence and reporting.
Attend off-site meetings on Primary’s behalf.
Work with Primary with major property renovation projects and budget tracking.
Assist Primary with UK & US household budgets and annual reporting.
Have access to highly confidential business and banking information to assist Primary in electronic communications.
Have access to Bank accounts and Trust information for assisting Primary in duties.
Liaise with Primary’s Key Business Management Teams regarding documentation, updates, requirements, day to day business and personal matters.
Maintain and update an Art catalog database.
Maintain and update Primary’s luxury belongings database.
Maintain and update Primary’s wardrobe & accessories database.
Liaise with Art Vendors worldwide and Art storage facility for Primary’s art collection.
Liaise and manage storage facility and cataloging operator for Primary’s personal luxury artifacts, clothing and accessories.
Oversee travel arrangements – and associated requirements for Primary’s needs.
Create, update, and maintain itineraries
Travel with Primary when required (may include International Travel)
Provide assistance and manage projects as needed –, dogs, household, private, business, properties, etc.
Pay bills and maintain accounts – across properties, departments etc.
Balance and reconcile budgets – across properties, countries, departments, etc
Research and assist with personal shopping, gift buying, and gift wrapping
Plan and supervise home entertainment, parties, dinners, and other events
Recruit, train, and oversee household staff
Maintain inventory of household items (including but not exclusive to clothing, accessories, art, objets d’art etc.)
Manage the purchasing, stocking, and organizing of household items
Ability to assist with feeding, walking, and general care of two small dogs (breed: Havanese)
Scan receipts, invoices, bills, and documents for the relevant department
Run errands as necessary

Qualifications

Proficiency with Microsoft Office Suite (especially Word, and Excel), Mac OS and iOS
Multiple calendar management
Previous renovation project management – any level.
Some experience with database entry systems
Fine Art storage and handling experience.
Experience in high-end luxury items supervision, cataloging, and storage.

Requirements

US passport, Green Card, or EAC
The ability to drive is a huge plus
Exceptional organizational skills with an eye for detail
The ideal candidate will be enthusiastic, industrious, self-motivated, flexible, empathetic, and able to work autonomously
Self-motivated, resourceful, and a creative problem solver
Strong written and verbal communication skills
Professional demeanor and the ability to discretely deal with confidential information.
Minimum of 5 years experience in an Executive Assistant position.
Empathetic, and able to stay calm and collected in high-pressure situations – especially medical emergencies.
Ideally, some experience of working with trauma survivors and some understanding of mental health conditions
Individuals who understand the principles of trauma-informed care such as empathy, care, and respect.
Ability and desire to foster a safe, supportive environment for all team members, ensuring they respect and value cultural collaboration, communication, and mutual support.