HN240 - Full-Time Personal-Family Assistant/Office Manager - Manhattan - British American Household Staffing

A client with an office in the Financial District in Manhattan, but based in Short Hills, NJ, is seeking a full-time personal/family assistant/office manager. The role will be 60% personal-family assistant duties and 40% office management duties. The typical schedule will be 4-5 days in the NYC office Monday through Friday 9am-5:30pm for 40 hours per week. However, at times, there will be an occasional earlier morning, evening, and weekend work. There will be occasional travel to the family home and/or other properties (NYC or NJ Shore). 

Office management daily:

• Beginning of the day, ensure visitors are registered with building management for entry
• Place, pickup, and set out executives' lunch and afternoon coffee run as needed
• Welcome visitors when they arrive to office, offer them drinks, make sure they have needs met and get settled (likely 1-2x/week)
• End of day - ensure office is left tidy and organized, pantry is stocked,

  fresh fruit and dairy is ready for next day

• Daily pickup of mail/packages, scan mail and collaborate with other

  departments

Office management weekly:

• Print and prepare checks for signature and send into USPS/FedEx
• Prepare deposits for bank
• Ensure kitchen is stocked and reorder snacks (2x/week)

Personal & family assistance:

• Partner with husband and wife ownership team to simplify life, staff needs, and accomplish work/life tasks
• Assist in planning and making arrangements for family parties and events (birthdays and holidays)
• Overseeing and managing vendors for the family’s 3 homes, including vetting and scheduling of vendors and invoice management
• Light errands for family including: dropping off dry cleaning for family and package pickups/returns; placing dining reservations
• Perform research
• Work with other family staff to ensure:
  • Scheduling of staff
  • Entering and tracking of working hours; ensuring family has an easy, comprehensive, and timely way to review approval of staff work hours
  • Coordination between family staff and human resources for payroll and benefits
  • Communicate with vendors, other family staff, and office staff via phone, email, and in person on behalf of family interests

• NYC-based strongly preferred

• Candidate must be trustworthy and have a high level of integrity
• Attention to detail
• Strong communicator in person, virtually, and in writing
• Resourceful and entrepreneurial spirit
• Proactive
• Flexible and adaptable, can move easily between tasks, and not drop balls
• Knowledgeable of computer systems, including Google Suite and Microsoft calendaring, electronic expense and payroll management software
• Prior experience as executive and/or personal assistant
• Ability to work nights, weekends, and travel in the Tri-State area

• $90k
• Two weeks' vacation
• Major holidays off and paid
• Monthly healthcare stipend
• Work laptop
• Transportation expenses will be reimbursed for traveling to family properties, errand running, etc., but will not be reimbursed for travel to the NYC office