Personal Assistant (Confidential)

Job description

**Travel:** Occasional domestic and international travel **Reporting to:** Chief of Staff **Supporting:** Founder / Creative Principal **Our client is seeking a Personal Assistant to support a founder whose work spans entrepreneurship, creative pursuits, and personal endeavors. This role offers the opportunity to partner closely with the principal in a position that blends executive support, personal assistance, household coordination, and occasional creative project support. Success in this role requires sound judgment, discretion, adaptability, and a genuine desire to make another person's life run more smoothly.** **Your role is to support the full spectrum of this work, knowing when to lean into logistics, when to create structure, and when to make space for curiosity, process, and creative flow, all while becoming a trusted, steady presence behind the scenes.** **This is an in-person role based in SoHo, New York City. While the office will serve as your primary home base, you'll also provide support from the principal's residence, creative workspace, and other locations as needed**. **WHO YOU ARE** You've supported high-performing leaders before and know what it takes to keep complex lives running smoothly. You're energized by being indispensable, but you're also looking for work that feels more human, intentional, and collaborative. You value excellence without burnout, and you understand that exceptional support isn't about simply reacting to requests, it's about anticipating needs, exercising good judgment, and creating the conditions for someone else to do their best work. You're the kind of person who finds order amidst complexity and adapts easily when priorities shift. No task is too small, and every detail matters because you know the small things often make the biggest difference. You build trust through discretion, professionalism, consistency, and follow-through, and you take pride in making someone else's life feel lighter, calmer, and more organized. Just as importantly, you enjoy building relationships. You're warm, grounded, and emotionally intelligent. You know how to bring personality to your work without needing to be the center of attention. You naturally adapt to the people around you, read situations well, and understand that trust is earned over time. ### Your Skills The ideal candidate brings 4+ years of relevant experience, a passion for organized living, and excitement about building a long-term partnership. - **Organization & Project Management:** You naturally create order out of complexity. Whether coordinating a complex calendar, planning travel, managing appointments, or juggling competing priorities, you're always thinking several steps ahead. You don't just keep track of tasks, you build systems that make everything run more smoothly. You look for opportunities to reduce friction, improve processes, and create structure that makes life easier for everyone around you. - **Emotional Intelligence & Adaptability:** You read people and situations well. You're thoughtful in how you communicate, steady when plans change, and know when to take initiative versus when to ask questions. You understand that every leader works differently and enjoy learning how someone operates so you can support them in the way that's most helpful. - **Tech-Savvy & Resourceful:** You’re comfortable with the tools that keep things organized, Microsoft Office, Google Workspace, Zoom, Slack, Asana, and the like. You're also excited about learning new tech that makes work more efficient (i.e. you love ChatGPT but use it thoughtfully and responsibly). - **Proactive & Detail-Oriented:** You notice the details others miss. You anticipate needs before they become requests, take ownership from start to finish, and quietly solve problems without creating more work for others. You handle sensitive information with complete discretion and integrity. ### The Role This role is designed for someone who finds genuine satisfaction in creating calm amidst complexity and making another person's day, work, and life run more smoothly. As the principal's primary day-to-day support, you'll sit at the center of both their professional and personal worlds. Working closely with the Chief of Staff, you'll help ensure priorities stay organized, connected, and moving forward. **You'll support a wide range of responsibilities, from executive support and personal assistance to household coordination and occasional creative project support, bringing the same level of ownership, care, and attention to detail to each.** This role is about ownership, holding the thread across many moving pieces and ensuring nothing slips through the cracks. While priorities may shift with the season, your consistency, attention to detail, and follow-through will remain constant. - **Calendar & Priority Management:** You'll own the principal's day-to-day calendar and help create space for what matters most. This includes coordinating meetings, managing scheduling conflicts, balancing personal and professional commitments, and helping maintain a thoughtful rhythm to each day. - **Preparation****&****Strategic****Support:**Help the principal show up prepared by conducting research, developing briefing materials and agendas, coordinating meeting logistics, and ensuring important follow-up items don't get lost after the conversation ends. - **Travel Coordination:** Plan and coordinate business and personal travel from beginning to end, including flights, accommodations, transportation, itineraries, confirmations, and supporting materials. This role also includes occasional domestic and international travel alongside the principal when additional support is needed. Whether they are traveling independently or you're accompanying them on a trip, your goal is simple: every detail is thoughtfully handled so they can focus on what brought them there. - **Health & Wellness Support:** Coordinate appointments, insurance matters, prescriptions, wellness routines, and other health-related logistics. Supporting the principal's well-being is an important part of this role, requiring thoughtfulness, discretion, and consistency. - **Personal Task & Errand Management:** Keep the principal's day-to-day life running smoothly by managing personal errands, maintaining evolving to-do lists, coordinating requests, and providing thoughtful reminders that keep priorities moving forward. - **Household Management:** Serve as the primary point of contact for the principal's residences by coordinating vendors, repairs, maintenance, seasonal projects, household logistics, and ongoing property needs, ensuring everything runs smoothly behind the scenes. - **Document & File Organization:** Maintain digital and physical files for personal, legal, and financial documents, ensuring everything is organized, secure, up to date, and easily accessible when needed. - **Tracking Expirations & Renewals:** Monitor and manage renewal dates for memberships, IDs, credit cards, vehicle registrations, and more, ensuring everything stays current and nothing falls through the cracks. - **Creative & Studio Support:** As needed, provide administrative and logistical support for the principal's creative work, including coordinating projects, organizing materials, and assisting with operational needs. While this is not the primary focus of the role, flexibility and a willingness to step in where needed are important. Success in this role isn't measured by how busy you are, it's measured by the trust you build. As trust grows, so will your ownership and impact. Over time, you'll become an indispensable part of the team and a trusted extension of the principal's day-to-day life.