Executive Assistant to Real Estate Holding Company Principal

Summary

Established New York real estate holding company seeks combined Executive Assistant / Office Manager for its West Palm Beach office. The firm has an outsized, established commercial presence in New York and is moving into mixed use and multifamily in Florida with a small office footprint. The Executive Assistant will represent the Principal locally, run this location, and liaise with the NYC EA and other key stakeholders – business contacts, professional advisors, personal relationships, including the Florida house manager.

Requirements

• At least five years supporting a senior executive

• BA/BS from US college

• Polished, cordial and composed, and at ease with high-net-worth investors and business associates

• Proactive, with sound judgment about when to act on your own and when to check in

• MS Office, comfort with Apple products

• Bookkeeping experience is a plus, especially expense reconciliation, invoice tracking and keeping a finance ledger

• Comfort using AI tools to work more efficiently is a plus

• Within commuting distance of West Palm Beach

Responsibilities

• Screen calls and email, handle what you can independently, and flag what needs the Principal's attention

• Coordinate calendars and meetings with the Principal's assistant in Manhattan

• Serve as a warm, responsive point of contact for investors, business associates and personal contacts

• Track ongoing projects and prepare priorities for regular review with the Principal

• Maintain contact databases, correspondence, holiday lists and event lists

• Run a welcoming, well-organized office, including supplies, the kitchen, service contracts, invoices and budgets

• Arrange meals, catering and meeting hospitality

• Coordinate technical support and equipment maintenance

• Work with the house manager on household schedules, vendors, repairs and maintenance records

• Manage vendor accounts, reconcile monthly credit card expenses, and organize bills and invoices for approval

• Track household staff schedules, timekeeping, vacations and reimbursements

• Purchase household supplies and technology, including Apple devices

M-F 9am-5pm

$120K–$150K/year based on experience, plus health insurance and 401(k)

Job Description

Established New York real estate holding company seeks combined Executive Assistant / Office Manager for its West Palm Beach office. The firm has an outsized, established commercial presence in New York and is moving into mixed use and multifamily in Florida with a small office footprint. The Executive Assistant will represent the Principal locally, run this location, and liaise with the NYC EA and other key stakeholders – business contacts, professional advisors, personal relationships, including the Florida house manager.

Requirements

• At least five years supporting a senior executive

• BA/BS from US college

• Polished, cordial and composed, and at ease with high-net-worth investors and business associates

• Proactive, with sound judgment about when to act on your own and when to check in

• MS Office, comfort with Apple products

• Bookkeeping experience is a plus, especially expense reconciliation, invoice tracking and keeping a finance ledger

• Comfort using AI tools to work more efficiently is a plus

• Within commuting distance of West Palm Beach

Responsibilities

• Screen calls and email, handle what you can independently, and flag what needs the Principal's attention

• Coordinate calendars and meetings with the Principal's assistant in Manhattan

• Serve as a warm, responsive point of contact for investors, business associates and personal contacts

• Track ongoing projects and prepare priorities for regular review with the Principal

• Maintain contact databases, correspondence, holiday lists and event lists

• Run a welcoming, well-organized office, including supplies, the kitchen, service contracts, invoices and budgets

• Arrange meals, catering and meeting hospitality

• Coordinate technical support and equipment maintenance

• Work with the house manager on household schedules, vendors, repairs and maintenance records

• Manage vendor accounts, reconcile monthly credit card expenses, and organize bills and invoices for approval

• Track household staff schedules, timekeeping, vacations and reimbursements

• Purchase household supplies and technology, including Apple devices

M-F 9am-5pm

$120K–$150K/year based on experience, plus health insurance and 401(k)