Careers

Job Number: 0013

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support a dynamic and established executive. This part-time position, ranging from 20-30 hours per week, is fully remote, with a strong preference to be in or around the tri-state area. The ideal candidate will possess exceptional coordination and calendaring skills, ensuring seamless scheduling and logistics for the principal's busy schedule and travel requirements.

Responsibilities will include managing a complex calendar, coordinating meetings and appointments, facilitating communications, overseeing extensive and often-changing domestic and international travel, project management, and contributing to process improvements. This role involves a multitude of ongoing projects, requiring a candidate who is proactive, resourceful, and highly organized. Prioritization, focus, and strong communication is critical for success in this position. This role requires liaising with various stakeholders such as business leaders from different organizations, politicians, foreign dignitaries, and other key contacts.

The ability to manage international travel, coordinate luxury experiences and itineraries, and organize service vendors and hospitality professionals is a must. Maintaining multiple priorities, confidentiality, and effective communication is essential for success in this role. We are looking for a natural and creative problem solver, someone who embodies a solutions-based approach, views challenges as opportunities, and is always ready to jump in in any way to support the principal with day-to-day operations. A focused multi-tasker with a positive attitude and a strong desire to be successful, the ideal candidate is a self-starter with experience working alongside high-level executives.

Qualities:

• 6+ years supporting senior executives

• Bachelor’s Degree or above

• Resourceful and adaptable

• Strong communication skills

• Proactive and takes initiative

• Tech-savvy

• High EQ and interpersonal skills

Position Details:

• Guaranteed minimum of 20 hours per week, with the potential to increase to 30 hours during peak periods.

• This is a fully remote position, with a preference for candidates who can commute to Tribeca if/as needed throughout the year.

• Independent contractor position.

Salary DOE: $50-70K per year

Job Number: 0014

Are you a proactive, resourceful, and responsive individual with a sharp mind and a warm demeanor? Do you thrive in energizing environments, possess excellent people skills, and have a knack for turning challenges into opportunities? If so, we want you to be a critical member of our team! We are a cutting-edge private concierge medical practice dedicated to providing highly curated and personalized healthcare to our remarkable clients. Our team is passionate about revolutionizing the concierge medical experience, and we're seeking an extraordinary Executive Assistant to join us on this exciting journey. We are focused on improving people’s lives through integrated care, making an unquestionable difference in our client’s well-being. As our primary Executive Assistant, you will play a pivotal role in supporting our dynamic private concierge doctor and her team. Your primary goal? To support the business, ensuring smooth operations and an exceptional patient experience.

What You'll Be Doing:

• Proactively manage the doctor's schedule and anticipate needs with lightning-fast efficiency.

• Serve as the liaison between the doctor and the team, fostering clear communication and a harmonious work environment.

• Demonstrate strong interpersonal skills in patient interactions, making each encounter warm, welcoming, and memorable.

• Employ organizational skills by ensuring all written communication and information is correct.

• Handle administrative tasks with finesse and attention to detail.

• Create client-facing materials as needed

• Embrace challenges as opportunities and find creative solutions to support the business.

• Model compliance with company policies and procedures, exemplifying integrity to support the company mission and values

• Conduct research with enthusiasm, providing support to the team as needs arise.

What We're Looking For:

• A self-motivated individual who enjoys a fast-paced and dynamic work environment.

• Someone who radiates warmth and optimism and enjoys being part of a team.

• Proven experience as an Executive Assistant or in a similar role.

• Exceptional organizational skills and attention to detail, ensuring nothing falls through the cracks.

• A quick learner with an ability to adapt quickly and embrace changes as they arise.

• Strong administrative skills to keep things running smoothly - calendar and email management, presentations, spreadsheets, and other platforms and apps as necessary.

• Exemplary communication skills and a passion for building positive relationships.

• While a love for the medical field or sciences is a plus, it is not mandatory – your passion for learning and adapting is what matters most!

Minimum Qualifications:

• Undergraduate bachelor’s degree or above

• Experience in related positions

• Tech savvy

• Interest in biological sciences and/or wellness

• Strong references and a clean background check

Job Number: 0015

The Executive Assistant & Project Manager serves as a vital strategic support professional, managing and executing administrative and project tasks for the Chief Talent and People Officer, Chief of Staff/Head of Corporate Development, and SVP/Head of Finance. This role involves critical communication, time-sensitive tasks, and project management, requiring strategic thinking, exceptional communication, and proactive organization.

Day-to-day responsibilities include:

• Organizing, prioritizing, and balancing multiple activities and projects to ensure timely action.

• Coordinating meetings with executives to drive projects and daily responsibilities, ensuring effective communication flow.

• Strategizing on time management, balancing complex and competing priorities.

• Acting as a proxy for leadership, responding to requests promptly and positively.

• Building and maintaining relationships internally and externally on behalf of executives.

• Managing daily calendars, prioritizing meetings with discretion.

• Coordinating domestic and international travel, preparing monthly expense reports.

• Editing, proofing, and formatting documents and presentations (PPT, Excel, and other tools).

• Preparing and arranging time-sensitive and confidential documents.

• Organizing and executing special events and large-scale meetings (team meetings, offsites, etc).

Education and Experience:

• Bachelor’s degree or equivalent and at least 8-10 years’ relevant work experience, or a equivalent combination of education and experience.

• Proficiency in Microsoft and Google suite applications, including Excel/Google Sheets, Outlook, PowerPoint/Google Slides, and Word/Google Docs.

• Experience with Adobe Acrobat Pro, Concur, DocuSign, Dropbox, Zoom, Teams, and other video conferencing software.

• Familiarity with Tableau or other data visualization tools.

• Experience in the sports or entertainment industry is desirable but not essential.

Knowledge, Skills, and Abilities:

• Proactive, one-step-ahead attitude and work ethic.

• Creativity and innovation with the ability to see alternatives and solutions.

• Credibility through timely, responsive, and forthright interactions.

• Discretion and confidentiality in handling sensitive materials.

• Strong critical thinking skills to identify business issues, evaluate information, and coordinate responses.

• Strong organizational skills to manage time effectively while balancing multiple tasks.

• Detail-oriented and proactive self-starter, driven to excel in the role.

• Clear, concise, and impartial communication skills.

• Personable with executive presence, comfortable building relationships with stakeholders.

• Analytical skills to investigate and solve problems with broad impact.

Position and Benefit Details:

Benefits:

• Medical, Dental, Vision, Life, Short-Term & Long-Term Disability Insurance

• FSA, HSA, and more

• 401k Employer Match after meeting eligibility requirements

• 14 Paid Holidays

• Unlimited PTO

• Paid Parental Leave

Salary DOE: $90-110K per year

Job Number: 0016

Become the linchpin in a dynamic household where every day is full and vibrant. Our client, a successful executive with a thriving professional and family life, seeks a dedicated Personal Assistant/House Manager to seamlessly integrate into her fast-paced world. This role transcends mere employment; it's an opportunity to contribute to the essential foundation of a well-orchestrated team, ensuring the smooth operation of a beautiful home while providing unparalleled support to a busy family.

In this environment, precision, attention to detail, and a genuine heart for service are paramount. With young children and frequent travel, our client requires someone who can anticipate needs, manage complex schedules, and maintain a warm, organized, and efficient home with the mindset of a 5-star hotel. A hospitality focus will shine, from meticulously managed events to everyday comforts and efficiencies. If you thrive in a setting where excellence is the norm and every day presents new challenges, this role is perfect for you.

You will work closely with a Personal Chief of Staff and an Executive Assistant (located at the office) to ensure the household and business run smoothly. Coordination with additional team members and staff will be a regular part of your duties. Critical to this role is the ability to know when to roll up your sleeves and handle tasks yourself, demonstrating a willingness to get your hands dirty and the confidence to fix things as needed. Equally important is the discernment to recognize when it's best to call in a professional. Your role is pivotal in creating an atmosphere where everything flows seamlessly and everyone feels valued in their contributions to the Principal's life.

Responsibilities:

• Oversee daily household operations, ensuring a well-maintained, organized, and pristine environment. You will coordinate everything, from daily checklists to seasonal needs, seamlessly bringing all the pieces together.

• Coordinate seamlessly with the Chief of Staff and EA to ensure all professional, personal and household needs are met.

• Collaborate with the Executive Assistant to manage the executive’s personal and professional schedules. Oversee and handle all aspects of personal travel planning, including creating itineraries, booking flights, accommodations, and ground transportation. Be prepared with contingency plans as needed.

• Provide comprehensive personal assistance to the family, including running errands, managing appointments, handling correspondence, coordinating home logistics, and overseeing projects. This includes tasks such as shopping, scheduling medical appointments, organizing family events, managing household inventories, liaising with service providers, and working with the accounting office.

• Supervise house vendors, manage maintenance and repairs, and liaise with service providers and contractors as needed. Create and maintain comprehensive binders and checklists for home details and asset records, ensuring all information is properly documented and easily accessible.

• Welcome and greet guests, ensuring they feel comfortable and attended to upon arrival. Provide any necessary assistance, offer refreshments, and address any immediate needs or inquiries they may have, creating a warm and hospitable environment.

• Conduct comprehensive research and meticulously plan all aspects of the residence, including projects, trips, household operations, and family activities. Ensure every detail is thoroughly covered and executed with precision and efficiency.

• Collaborate with the event planner, executive, chief of staff, and EA to plan, coordinate, and execute parties, household events and gatherings, celebrations, and holidays.

• Supervise other household staff as needed, ensuring high standards of service and performance.

• Maintain inventory and procurement of household supplies and personal items.

• Light repairs and maintenance alongside the housekeepers and other staff (think, changing the batteries, a light bulb, tighten a draw handle, dabbing some paint on a chipped edge, adding mulch to the flower bed, etc.)

• Work on on-off needs and special projects as needed and directed.

Requirements:

• Minimum of 5 years experience in a similar role, preferably within a high-profile household or luxury hospitality environment.

• Must have luxury hospitality experience (i.e. Four Seasons, Ritz, etc.)

• Exceptional attention to detail and organizational skills.

• Strong interpersonal and communication skills, with the ability to work effectively as part of a team.

• Proven ability to manage complex schedules and juggle multiple tasks simultaneously.

• Familiarity with smart home technology and household management systems.

• Flexibility to travel with the family and adapt to a dynamic and ever-changing environment.

• High level of discretion and confidentiality.

• Valid driver’s license and a clean driving record.

• Plus: Experience in event planning and execution, with a flair for creating memorable experiences.

Who You Are:

You possess a true service heart, driven by an innate desire to help others and create positive experiences.

Your keen attention to detail ensures that every aspect of the home is perfect, and your background in luxury hotels or high-end hospitality settings provides a unique perspective on service and excellence.

As a team player, you understand the importance of collaboration and communication, working seamlessly with others. You thrive in a fast-paced environment, demonstrating adaptability and handling the unexpected with grace and efficiency. Your proactive nature and resourcefulness allow you to anticipate needs before they arise, finding creative solutions to any challenge.

Trustworthiness is one of your core attributes; you are reliable, honest, and maintain the highest standards of confidentiality. Kindness and consideration are integral to your daily life, as you believe in the ripple effect of small acts of kindness.

Salary DOE: $150-180K per year

Job Number: 0017

We are seeking a diligent and adaptable part-time ‘House Manager’ to assist with the daily operations of our client’s home. The ideal candidate will act as a utility player - proactive, highly organized, and capable of handling a variety of tasks. This position requires someone who is flexible and can adjust to seasonal demands, ensuring that the household runs smoothly throughout the year.

Key Responsibilities:

• Mail and Package Management: Efficiently collect and sort mail and packages, ensuring prompt and organized distribution within the household.

• Grocery and Supply Shopping: Conduct light grocery shopping following predefined lists and periodically restock household essentials and supplies as necessary.

• Home Security and Maintenance: Regularly check the security and order of the home, being the “on-call” point person for any needs at the residence.

• Errand Management: Execute general errands, including picking up prescriptions, returning items, managing dry cleaning, and shopping for various supplies.

• Maintenance Scheduling: Arrange for pool maintenance and oversee the scheduling and coordination of essential house maintenance services, including landscapers, repair technicians,

• HVAC cleaning, and other required contractors or vendors.

• House Inspections: Conduct regular walkthroughs of the home to ensure items such as light bulbs and remote controls are operable, for example.

• Product and Service Management: Manage returns or exchanges of products or services to ensure satisfaction and efficiency.

• Pet Care: Occasionally walk and care for the dog, including visits to the groomer or vet.

• Seasonal and Event Planning: Assist in the planning and preparation for seasonal changes or special events, proactively anticipating needs and scheduling necessary services in advance.

• Calendar and Scheduling: Maintain a precise calendar of household tasks and property-related appointments to avoid overlaps and ensure all responsibilities are addressed.

• Organization: Keep the household items, including storage areas, seasonal decorations, supplies, and paperwork, well-organized, labeled, and filed as necessary.

• Special Projects and Event Support: Handle special household projects and administrative tasks as needed, providing support during event planning and execution as needed.

Position Requirements:

• Proven experience in house management or personal assistance

• Strong understanding of confidentiality and discretion

• Strong organizational and time management skills

• Excellent communication and interpersonal skills

• A valid driver’s license and reliable transportation

• Background check and references required

Work Hours:

This position will average 50-60 hours per month, with fluctuations due to seasonal demands and household needs. Flexibility in scheduling is crucial, and candidates should be prepared for occasional additional hours during peak times, including potential overnight stays to accommodate pet care needs.

Compensation DOE and Total Hours Worked: $35-65K per year

Job Number: 0018

Are you a tech-savvy problem-solver who thrives in fast-paced environments? Do you find joy in managing complex schedules, organizing projects, and making workflows more efficient for the teams you support? Are you detail-oriented and perform well with high expectations and a dynamic day-to-day life? If so, we have an exciting opportunity for you!

We're looking for a highly organized and proactive Executive Assistant to support our client’s VP of Automation & Systems, a fast-growing educational company. This EA role is a high-impact position that blends traditional executive support with project management responsibilities. If you excel at learning new technologies and systems, think outside the box, and enjoy making processes run more smoothly, this role could be a perfect fit for you!

Who You Are:

• You thrive in technology-rich environments and enjoy mastering new ways to enhance efficiency.

• Clear, direct, and concise communication is your style - you perform well in environments where decisions are made quickly.

• You have a go-getter attitude and work well both independently and in partnership with others. 

• You are a self-starter who needs little direction; solving problems is fun for you!

• You appreciate efficiency and proactively look for ways to streamline systems.

• You’re a natural optimist and team player, but are also comfortable being direct and assertive.

• You’re energized by solving problems, managing multiple projects, and helping the team get things done right the first time.

Responsibilities:

• Provide high-level administrative support to the VP of Automation & Systems.

• Manage the VP’s calendar and scheduling of meetings; oversee daily, weekly, and monthly priorities.

• Coordinate internal and external meetings, appointments, and conference calls with a focus on maximizing the executive’s time.

• Prepare meeting agendas, presentations and materials; capture notes during meetings, identifying key takeaways and action items. 

• Plan and manage complex domestic travel itineraries, ensuring all necessary documents are correct.

• Prepare detailed travel plans, including accommodations, transportation, and schedule coordination and communication.

• Act as the primary point of contact for the executive, managing incoming calls, emails, and correspondence.

• Draft, review, and edit emails, reports, and documents on behalf of the VP.

• Liaise with internal departments, clients, and external stakeholders to ensure smooth communication.

• Manage multiple ongoing projects, ensuring that deadlines are met and workflows run smoothly.

• Oversee the implementation of new technology, platforms, and systems across various departments, optimizing operational processes.

• Identify inefficiencies and propose system enhancements to streamline automation and communication.

• Handle sensitive and confidential information with a high level of discretion.

• Maintain an organized system for tracking and following up on meeting action items, projects, and critical tasks.

Requirements:

• Must be located within driving distance to Boulder, CO, and available for in-person collaboration as needed.

• Proven experience as an Executive Assistant, with a strong background in technology and project management.

• Proficiency in platforms such as Google Workspace, Asana, Slack, Monday.com, and automation tools.

• Excellent written and verbal communication skills - clear, concise, and direct.

• Exceptional organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.

• Experience working in a high-growth environment, preferably in the education or technology sectors.

• Self-motivated and independent, with the ability to manage tasks with little direction and thrive in a start-up atmosphere.

• Ability to quickly learn and adapt to new technologies and software.

• Positive, solution-oriented mindset with a knack for problem-solving creative problem-solving

We are seeking a highly experienced Senior Executive Assistant with 10+ years of experience including a proven track records of supporting private executives and/or family offices. This role requires a unique blend of personal and professional support, managing complex international travel, handling high-stakes logistics, and overseeing staff and vendors, budgets, projects, day-to-day operations. The ideal candidate is proactive, incredibly experienced, savvy, detail-oriented, and possesses exceptional emotional intelligence. You must be comfortable managing multiple tasks simultaneously, from personal  to professional projects, all while maintaining confidentiality and a high level of discretion.

Part-time (25-35 hours/week, including many weekends and holidays).

Are you passionate about working with a private family, helping with young children and creating a positive, nurturing home environment? We are seeking a Family Assistant who thrives in a household setting, acting as both a family assistant and a trusted provider. This role requires great experience with children in a school or daycare setting alongside a private household/residence. A track-record of stability is preferred. This role requires a caring, teacher-like approach when with the child, assisting with household management and personal stuff as the family’s needs over weekends and some holidays. If you love working with kids and have experience balancing personal and family assistant tasks, this position offers an exciting opportunity to make a difference in a dynamic household.