Executive Assistant to CEO

Role Summary

The Executive Assistant (EA) will provide top-level support to the Founder of a boutique estate planning family office serving ultra-high-net-worth families, business owners and real estate investors. This role requires an exceptionally organized, detail-obsessed professional who can anticipate needs, manage constant demands and operate with a strong sense of urgency. The EA must be comfortable making decisions, enforcing protocols and acting as an extension of the Partner in a fast-paced, high-expectation environment.

This is an in-person role in our Syosset, NY office with occasional off-hours responsiveness required.

Compensation: Annual salary range of $70,000-$100,000, commensurate with experience.

Responsibilities

1. Maintain and own a heavy, complex calendar across multiple businesses, charitable commitments, personal matters, board meetings, golf outings and conference calls ensuring preparation for every meeting.
2. Immediately confer with the Partner and/or relevant point person/VP after each calendar event to confirm follow-up, next steps, and decisions, then ensure they are communicated to the appropriate internal parties.
3. One business day prior to each calendar event, verify that all materials are prepared correctly, in alignment with firm protocols, and arranged to be delivered/brought to the event.
4. Coordinate all aspects of Partner travel (driver, directions, flights, hotels, reservations, shipping of materials, itineraries) and proactively troubleshoot issues before they reach the Partner.
5. Oversee and execute logistics for golf events, lectures, conferences, board meetings, client dinners, and internal meetings, including invitations, RSVPs, agendas, materials, and post-event follow-up.
6. Own and manage all Partner correspondence (telephone, email, mail, texts) and route or delegate according to company protocol, ensuring timely, accurate responses.
7. Serve as a central liaison between the Partner, company Partners, Associates, employees, outside advisors, and personal contacts, maintaining clear, concise communication.
8. Coordinate effectively between the Partner and spouse/live-in arrangements, including household-related scheduling and communications, with discretion and professionalism.
9. Ensure conference rooms and meeting spaces are set up appropriately for each meeting, including materials, technology, and food/beverage arrangements when required.
10. Support the management team with administrative and coordination needs.
11. Handle special projects and one-off assignments from the Partner, often with limited guidance, tight deadlines.
12. Monitor and enforce adherence to established firm protocols for scheduling, communication, and client preparation, and raise issues proactively when steps are missed.
13. Provide end-of-day status updates summarizing outstanding items, missed steps, and upcoming priorities so the Partner has a clear snapshot of where things stand.
14. Maintain strict confidentiality and protect sensitive personal, financial, and business information at all times.

Essential Job Skills

1. Excellent organizational and anticipatory skills, with the ability to stay several steps ahead of the Partner and the calendar.
2. Proven ability to perform under pressure, handle constant reprioritization, and maintain composure in a demanding environment.
3. Open-minded and flexible, able to pivot quickly while still closing the loop on open items.
4. Excellent communication skills, ability to articulate situations and scenarios briefly, directly, and without ambiguity.
5. Strong drive to learn, improve, and deepen understanding of the Partner’s preferences, the firm’s protocols, and the client base.
6. Strong work ethic and willingness to go above and beyond when needed, including occasional after-hours responsiveness.
7. Excellent interpersonal skills and professional presence with UHNW clients, advisors, and internal team members.
8. Highly proactive, self-directed, and solutions-oriented, able to take initiative, problem-solve, and use common sense without waiting for instruction.
9. Ability to accept constructive criticism, own mistakes without defensiveness, and implement concrete process changes to prevent recurrence.
10. Exceptional telephone and email demeanor, reflecting the discretion and polish of a high-end family office.
11. Uncompromising discretion and confidentiality in handling sensitive information.
12. Ability to quickly understand and execute instructions and to ask clarifying questions when necessary.
13. Ability to meet deadlines and manage urgent, time-sensitive tasks with resourcefulness and a strong sense of urgency.
14. Strong analytical and problem-solving skills, including the ability to identify gaps in process and recommend improvements.
15. Meticulous attention to detail and a high level of accuracy in all written, calendar, and logistical work.
16. Comfort working in a high-expectation, Type A environment where standards, speed, and follow-through are non-negotiable.

Qualifications

1. Bachelor’s degree or equivalent professional experience in a demanding EA, chief-of-staff, or high-level administrative role.
2. Excellent computer skills; proficient in Microsoft Office, calendar management tools, and CRM systems.
3. Demonstrated experience managing multiple priorities, complex scheduling, administrative coordination, and logistics for a senior executive.
4. Well-organized, detail-oriented, and able to multi-task with exceptional follow-up and ownership of outcomes.
5. Strong written and verbal communication skills, with clean grammar, concise writing, and professional tone.