Prime Executive Office

Executive Administrator – Private Family Office

Prime Executive Office

full-time

Posted on:

Location Type: Hybrid

Location: Chatham • New York • 🇺🇸 United States

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Salary

💰 $100,000 per year

Job Level

Mid-LevelSenior

Tech Stack

Switching

About the role

  • Own and optimize the Principal’s calendar, ensuring clear priorities, strategic sequencing, and protected focus time.
  • Reduce context switching by coordinating across personal, household, family-office, and business domains.
  • Prepare meeting agendas, briefing materials, research, and recommended next steps.
  • Draft and refine correspondence; manage inbox triage and email communication as appropriate.
  • Drive meeting follow-up by drafting communications and tracking actions to completion.
  • Manage document execution processes and coordinate with attorneys, advisors, and vendors to ensure materials are signature ready.
  • Provide proactive oversight of the Principal’s day-to-day world - anticipating needs and addressing issues before they arise.
  • Coordinate personal and household logistics to keep commitments balanced, aligned, and running smoothly.
  • Maintain full visibility into the family calendar, anticipating conflicts, and adjusting plans proactively.
  • Manage personal and family travel, including research, booking, itineraries, and real-time changes.
  • Conduct research related to children’s activities, programs, camps, household needs, and vendors.
  • Oversee household vendor relationships, contractor scheduling, bill pay, mail handling, and general logistics.
  • Maintain organized digital and physical filing systems across personal, household, and business domains.
  • Uphold strict confidentiality, discretion, and professionalism.

Requirements

  • At least 6 years supporting an executive principal, preferably across multiple entities, responsibilities, and domains (business, family office, personal).
  • Experience providing both professional and personal support in a fast-paced, high-complexity environment.
  • Expertise in complex calendar management, prioritization, and safeguarding an executive’s time.
  • Proven ability to build structure and systems that bring clarity, coordination, and efficiency.
  • Strong project management skills and comfort coordinating across advisors, vendors, and family-related stakeholders.
  • High comfort with technology, including evaluating and implementing tools and workflows to improve operations; familiarity with AI tools (e.g., drafting, research, organization, calendaring) is a plus.
  • Exceptional verbal and written communication skills, including drafting correspondence and synthesizing information.
  • High emotional intelligence, strong judgment, and the ability to read people and dynamics.
  • Proactive, anticipatory working style — consistently seeing around corners and offering solutions.
  • Organized, detail-oriented, and reliable, with strong follow-through and a calm presence.
  • Genuine, relationship-oriented approach that builds trust quickly with the Principal and key partners.
  • Unquestionable discretion and professionalism in handling sensitive information.
  • Alignment with the Family’s values, including harmony, respect for differences, connection to the natural world, environmental stewardship, sustainable land use, and community- and impact-oriented work.
Benefits
  • A competitive benefits package is included.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
calendar managementproject managementdocument executionlogistics coordinationresearchemail communicationcorrespondence draftingfile managementvendor managementtravel coordination
Soft skills
emotional intelligencestrong judgmentproactive working styleorganizational skillsdetail-orientedreliabilitycalm presencerelationship-buildingdiscretionprofessionalism