Senior Executive Personal Assistant to UHNW Principal

Extensive travel each month between Palm Springs, Aspen, Chicago and New York

Full Time, Permanent

Salary: $200K - $250K base + bonus

I am working with the female principal of a UHNW family, who is seeking an experienced Executive Personal Assistant.

My client is an accomplished artist and business leader, with multiple properties and business interests across the US, so, while primarily remote, this position requires extensive travel and in-person meetings across multiple locations including Palm Springs, Aspen, and New York.

The ideal candidate will be a sophisticated professional who can serve as the Principal's proxy, demonstrating exceptional leadership skills and the ability to manage complex schedules across multiple time zones. They will work independently while coordinating with the family office, house managers, travel concierge, and various vendors to ensure seamless operations across both personal and professional spheres.

WHAT YOU'LL DO

• Calendar and Communication Management:
  • Manage complex calendar and scheduling across multiple time zones and locations
  • Assist with scheduling personal appointments and making personal purchases on behalf of the Principal
  • Coordinate with multiple households (5 total) and family members
  • Handle email correspondence and communications, including RSVPs, thank you notes, letters, and memorandum
  • Draft and update monthly newsletters, bios, curriculum vitae, artwork series summaries, etc.
  • Serve as the primary point of contact for the Principal's professional and personal matters
  • Support Principal's civic and charitable board memberships and engagements
• Travel & Expense Management:
  • Coordinate with the travel concierge to confirm global travel logistics, including flights, accommodations, ground transportation, restaurant reservations, and additional activities.
  • Manage visa and immunization requirements as needed.
  • Reconcile weekly credit card statements, recognize fraudulent charges, and take appropriate action to remedy the situation
  • Maintain spreadsheets to monitor expenditure and allocations
  • Assist with audit preparations by providing requested documentation
  • Maintain organized digital and paper records of all financial transactions
• Studio Management:
  • Support management of Principal's art studios across locations
  • Confirm ACH and wire details verbally with vendors before processing payments
  • Instruct eligible parties on proper billing protocol based on studio location
  • Track recurring autopayments and expenses
  • Update accounts set for autopay with new forms of payment as needed
  • Cancel accounts no longer in use
  • Offer basic IT support to the Principal as needed.
• Project and Event Management:
  • Coordinate events for the studio with particular emphasis paid to guest list management, invitation design, menu drafting, food procurement, event space design, vendor management, and expense tracking
  • Work with the Asset Manager and household staff to execute personal events on behalf of the Principal and family
  • Complete updates to the studio website, including layout, photography, and copy
  • Manage updates to news and press items
  • Manage social media, PR, and branding opportunities
• Documentation and Organization:
  • Collate and organize personal and research documents purposefully; create and maintain efficient filing systems.
  • Ensure proper archiving of all operational documents, including non-disclosure agreements, tax forms, certificates of insurance, and service agreements
  • Ensure accurate and timely archiving of all work on the Principal, including artwork, notes, photos/media, and relevant documents and presentations

WHO YOU ARE

The ideal candidate will be a highly professional and experienced EA/PA, who can maintain the highest levels of discretion, demonstrate exceptional judgement, and provide sophisticated support to the Principal and family members. They should be able to anticipate needs, present solutions rather than questions, and maintain a calm, professional demeanor in all situations.

• Motivated, confident self-starter who works well independently
• Highly attuned to privacy, confidentiality, and safety
• Able to synthesize complex workflows and projects
• Manage multiple vital tasks at one time
• Possesses superb written and verbal communication skills
• Has an aptitude for calmly and effectively responding to emergencies
• Organized, collaborative, and resourceful – an individual who can effectively leverage available support
• Proven proficiency in technology – Mac operating system, Microsoft Office 365

REF: RE100080