Virtual Assistant

Executive Assistant

Location: Manhattan, NY

About the Role

We are seeking an experienced and highly organized Executive Assistant to support a dynamic Family Office with operations in both the Bay Area and New York City. The Family Office oversees a diverse portfolio of matters including investment management, property management, philanthropy, and personal affairs for the family principals.

This position requires a proactive, detail-oriented professional capable of managing complex schedules across multiple time zones, coordinating sophisticated travel logistics, and handling confidential matters with the utmost discretion. You will serve as a critical liaison between the principals and both internal and external stakeholders, ensuring seamless day-to-day operations.

The ideal candidate thrives in a fast-paced environment, can prioritize competing demands effectively, and approaches their work with initiative and professionalism.

Responsibilities

Calendar & Schedule Management
- Coordinate and manage complex calendars for Family Office principals, including scheduling meetings and appointments across different time zones and locations
- Manage medical appointments, doctor visits, medications, and medical charges and claims for the family
- Maintain and update principals' contacts and calendars, ensuring quality and accuracy of all information

Travel Coordination
- Arrange domestic and international travel itineraries, including flights, accommodations, ground transportation, and visa processing
- Manage private charters, hotels, and complete travel logistics
- Keep principals updated on all schedule changes in a timely manner
- Coordinate with internal partners including drivers and housekeepers to ensure seamless travel execution

Communication & Liaison
- Serve as the primary point of contact for internal and external inquiries
- Screen and prioritize incoming correspondence
- Draft responses on behalf of the principals when necessary
- Liaise with overseas Executive Assistants to manage information, create best practices, and provide seamless support globally

Meeting & Event Support
- Prepare meeting agendas, materials, and presentations
- Facilitate conference calls and record meeting minutes as required
- Coordinate with internal and external stakeholders to ensure seamless execution of meetings and events
- Assist in planning and executing corporate events, board meetings, family gatherings, and philanthropic activities, from venue selection and logistics to guest invitations and RSVP tracking

Financial & Expense Management
- Manage expense reports, receipts, and invoices
- Reconcile credit card statements and track reimbursements in accordance with the Family Office's financial policies and procedures
- Manage petty cash, including annual tipping and gift lists

Document & Information Management
- Maintain and organize confidential files, documents, and records in both physical and electronic formats
- Establish and maintain file directories for the family's personal information, US interests, and properties
- Ensure accuracy, accessibility, and compliance with data privacy regulations

Project & Administrative Support
- Provide administrative support for special projects and initiatives undertaken by the Family Office, including research, data analysis, and preparation of reports and presentations
- Manage special projects as assigned by principals
- Perform administrative duties including errands, document scanning, mail handling, and office supply management

Requirements

Must Have
- Minimum 2+ years of experience in executive assistant or similar roles supporting senior-level executives or high-net-worth individuals
- Exceptional organizational and time management skills with the ability to multitask, prioritize competing demands, and meet deadlines in a fast-paced environment
- Strong interpersonal and communication skills, both written and verbal, with a high level of professionalism and discretion in handling confidential matters
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Flexibility to travel between the Bay Area and NYC offices as required
- Occasional availability outside of regular business hours to accommodate urgent requests or time-sensitive projects
- Proactive and resourceful mindset with keen attention to detail

Preferred
- Bachelor's degree
- Experience with productivity tools such as Asana, Notion, or similar platforms
- Willingness to learn new software and systems as needed

Work Schedule & Compensation

- Position Type: Full-time
- Location: Manhattan, NY (with travel to Bay Area as required)
- Compensation: Competitive salary commensurate with experience

Benefits

- Paid time off, including vacation days, sick leave, and holidays
- Professional development opportunities and ongoing training programs
- Collaborative and inclusive work environment with opportunities for growth and advancement within the Family Office organization

About the Family Office

This Family Office manages a comprehensive range of personal and professional matters for the family, including investment management, property management, philanthropy, and personal affairs. With offices in both the Bay Area and New York City, the organization values excellence, discretion, and professionalism in all aspects of its operations.

How to Apply

Please submit your resume and a cover letter outlining your qualifications and interest in the Executive Assistant position to:

1. Change the subject like to "I want to work for you"

2. At the top of the message write 2-3 sentences about why you would like this position, and why you are a good fit. Do not write more than that or your application will be deleted.

3. Something you wrote that is between 200 and 500 words

4. Under that put the following, and include the letters to make it easy for me to read.

a. Number of years experience helping with email

b. What software you have used to help with email in the past

Make sure to follow all of the steps above. This is a great opportunity with the ability to get bonuses and raises, so I will only look at applicants that really want the job. If I d ---------- to interview you, there will be a short video call between us and video will be required.

Thank you and I look forward to reading your application,

Son Nguyen
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We welcome applicants from all backgrounds and are committed to building an inclusive, diverse team.