Executive / Personal Assistant - High Net Worth Family Office - The Quest Organization

Executive / Personal Assistant – High Net Worth Family Office

Our client, a high net worth family office, is seeking a highly organized and proactive, experienced Executive/Personal Assistant to provide comprehensive support to the Principal and his family. The family office serves as the central hub for managing the Principal's diverse interests, which encompass various entities, including a family philanthropy committed to addressing climate change, improving American democracy, and empowering local communities. Additionally, the office oversees an investment division that supports tech entrepreneurs in Poland and a motorcycle racing team. The office also manages essential functions such as estate management, accounting, legal, and domestic operations.

This role requires the ability to prioritize, anticipate needs, think critically, and be solutions-oriented in dynamic environments. This position consists of a broad variety of administrative tasks that include, but are not limited to, assisting with the planning and execution of meetings and events, making complex travel arrangements, providing personal support to the Principal, ensuring expenses are paid, and liaising with domestic staff.

Responsibilities:

• Provide high-level administrative support, including managing correspondence, scheduling, and travel arrangements.
• Act as a primary point of contact for business and personal matters, liaising with internal and external stakeholders.
• Organize and maintain schedules, ensuring all commitments and appointments are met.
• Coordinate complex travel itineraries, including private and commercial flights, accommodations, and logistics.
• Handle personal errands, including household management, reservations, shopping, and event planning.
• Oversee vendor relationships and manage household staff, ensuring seamless operations.
• Maintain confidentiality and discretion at all times, protecting the employer’s privacy and interests.
• Prepare reports, presentations, and documents as needed.
• Conduct research and handle special projects as assigned.
• Provide on-call assistance and availability as needed for urgent matters.

Qualifications:

• 5+ years of experience as an Executive or Personal Assistant supporting a HNWI or C-level executive.
• Discretion, integrity, and ability to handle confidential information with professionalism
• Strong interpersonal skills (diplomacy, tact, and empathy)
• Excellent verbal and written communication skills; ability to communicate in a clear and concise manner to Principals, family members, internal and external constituents, etc.
• Ability to be on-call 24/7 and respond quickly to requests from Principals and family members
• Ability to manage complex situations and make logical decisions in fast pace environments
• Strong organizational skills; extremely detail-oriented and thorough
• Proactive with the ability to anticipate the needs of the Principals and family members
• Ability to quickly and effectively solve problems and adapt to changing circumstances
• Ability to prioritize workloads and pivot quickly, as needed
• Comfortable in both offering and receiving constructive feedback and suggestions
• Proficiency in using various software and tools; must be familiar with Microsoft Outlook and project management tools such as Asana.
• Flexibility to travel and work outside of standard hours as needed.
• Valid driver’s license and ability to provide reliable transportation if required.