Our client, a leading Financial Services firm, is dedicated to hiring exceptional talent and fostering long-term career growth in a supportive, collaborative environment. The Administrative Assistant will provide both professional and personal support to a principal, working closely with the Chief of Staff, Personal Assistant, and a broader administrative team that supports the family’s businesses across multiple states.

The ideal candidate thrives in a fast-paced, dynamic setting, skilled at managing time, priorities, and projects with energy, empathy, and discretion. Success in this role requires resourcefulness, independence, anticipation of needs, and the ability to maintain the highest level of professionalism and confidentiality.

Responsibilities

• Assist in the planning of extensive personal and professional international and domestic travel, preparing trip logistics, reservations, meeting materials, and detailed itineraries.
• Coordinate flight logistics, car services, and all customs and vaccination requirements as needed.
• Create close relationships with drivers, hotel managers, concierges, and restaurant managers to ensure seamless transfers to and from each location.
• Provides proactive calendar and contact management with exceptional follow-through for continuous integration of business and personal appointments.
• Handles regular activities without prompting and reminds the principal of upcoming appointments, conflicts, deadlines, and follows up on outstanding items.
• Schedule appointments, calls, events, and personal reservations, noting key details and communicating them to the principal in advance.
• Assist in drafting and editing important documents and presentations.
• Keep contacts updated in Outlook and include relevant notes in the company database.
• Handle mail and packages, ensuring they are routed to the correct location, and use FedEx/UPS and other mailing accounts to ship out important packages as necessary.
• Coordinating wet-ink signatures and documents that need to go to and from various individuals.
• Coordinate with personal contacts, accountants, admins, home managers, pilots, and family members.
• Keep accounts updated with current credit card and billing.
• Handle confidential and non‐routine information, applying extreme confidentiality and sensitivity in the dissemination of this information.
• Writes daily summaries with updates on current activities and meetings.
• Ad hoc errands and special projects as necessary. Order and stock office supplies.

Ideal Experience

• Bachelor’s degree with 3+ years in administrative support; family office experience preferred.
• Household management and international travel coordination experience required.
• Experience hiring across domestic, professional, and medical roles.
• Flexible and available to assist outside regular business hours.
• Strong multitasking, organization, and attention to detail; able to anticipate needs.
• Expert calendar management and familiarity with modern scheduling tools.
• Proficiency with Apple products, PC, Microsoft Office, and Adobe Creative Suite.
• Excellent verbal and written communication skills, with Spanish proficiency a plus.
• Initiative-driven, adaptable in fast-paced, changing environments.
• High integrity, sound judgment, and ability to maintain confidentiality.
• Skilled at building and maintaining professional relationships at all levels.
• Strong decision-making and problem-solving abilities; able to meet tight deadlines.
• Licensed notary a plus.

Up to $90,000 salary per year (based on experience)