Full-Time Personal Assistant / Travel and Events Manager for Executive: $150K+ and Benefits

A private and confidential Executive in Essex County, New Jersey is seeking a full-time personal assistant / travel and events manager, based in Essex County, New Jersey, to plan all aspects of luxury travel, events and lifestyle management for a busy and fast-moving life.

You will bring a positive and adaptable attitude, with the ability to work under pressure while providing exceptional service.

Our ideal candidate has five or more years of consistent and recent full-time experience supporting HNW or UHNW individual, family and/or family office (e.g., personal assistant, executive assistant, luxury travel agent and/or luxury event planner). For success, you must come in with a humble, driven, and collaborative attitude and be motivated by providing excellent service and supporting exciting projects and endeavors. Personal assistant / travel and events manager will be reporting to Executive and working collaboratively alongside Executive’s executive assistant.

Expected Hours of Work

This opportunity is a career-oriented position. 80% of your time you will be working standard operating hours on Monday – Friday at 9:00am – 5:00pm EST.

Position will be hybrid reporting as needed to two offices (Essex County, New Jersey and The Battery in Financial District of Manhattan) traveling for work-related responsibilities and remotely working from home. Days reporting to office will depend on Executive’s schedule / availability (extremely inconsistent), but will likely be approximately 2-3 days per week.

On travel days or during events, working hours will likely involve evening and weekend work, sometimes during holidays.

Personal assistant / travel and events manager should expect to travel internationally and domestically for approximately 5-10 trips annually.

Start date is flexible for the right candidate.

Details About Position

• Executive travels frequently (at least once per month); the amount of trips will vary from year to year

• The amount and size of events will vary from year to year

• Flights will be booked privately (private plane and private charters)

• Core planning skills include identifying trip locations, dining, activities, itinerary creation, and all travel logistics including air and ground transportation

• Some on the ground attendance for trips may be required

• You will be working collaboratively alongside Executive’s executive assistant

• You will be working directly with the Executive and Executive’s executive assistant on each trip while coordinating with other principal’s assistant, house manager, private chef and nannies

What You Will Do

• Plan and book all aspects of personal and family trips that happen domestically and internationally (including trips with large groups of friends that require a lot of coordination)

• Coordinate and book private jet, private charters, helicopters, crew, etc.

• Plan all personal events and travel logistics relating to these trips

• Provide in depth travel itineraries for principals and attending guests

• Handle issues and troubleshoot emerging problems that arise while on travel (remotely and when traveling with Executive)

• Utilize ongoing feedback from Executive to drive continuous improvement of their trips and tailor to their needs

• Maintain flexibility and keeping calm in stressful situations

• Partner with personal and executive staff to manage scheduling of trips

• Partner with private chef for travel food as well as event food management

• Event planning for all personal events (e.g., holidays, Executive’s birthday, family member’s birthdays, friends’ birthdays, etc.) including overseeing execution day of event for larger events

• Manage personal scheduling for various business endeavors, dinners / lunches / events, medical appointments, etc.

• Miscellaneous gift procurement for family, friends, etc.

• Run errands as requested (e.g., pick-up clothes from tailor, etc.)

• 80% of job responsibilities will be administrative tasks supporting Executive

Personal Attributes for Success

• Ability to act as a trusted advisor to Executive and colleagues while demonstrating expertise and integrity

• You are helpful, a team player, and show respect while collaborating with others

• You are results oriented and exercise sound judgment in your work

• A lifelong learner who is inquisitive and solves problems with bold thinking and innovation

• A visionary who plans for the future with imagination and wisdom

• You are dedicated to achieving excellence and work with others to tackle the tasks at hand

• Unquestionable ethics and integrity

• Demonstrated ability to protect privacy and maintain discretion in dealing with highly confidential information

• Service orientation with a sense of accountability, empathy, and humility

• Strong organizational skills and demonstrated ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Very strong interpersonal and communication skills

• Practical, congenial, positive, and trustworthy, with an even disposition

• Ability to productively manage a varied team of vendors with a positive, productive, and high-performing culture

• Professional demeanor and an ability to maintain grace under pressure when adapting to a rapidly changing environment

• Highly resourceful team player that is solution-oriented and unfazed by new situations

• Ability to anticipate potential risks and scenarios and prepare appropriately

• Excellent problem-solver with a high sense of urgency and follow-through

• Effective independently and in a semi-remote environment

• Remain accessible and responsive beyond business hours

• Pragmatic team player who is not confined by a job description and is willing to step in to assist where needed

• Excellent written and verbal communication skills

• Highly proficient with various technology platforms and apps – Microsoft Office, Adobe Acrobat, DocuSign, PM/messaging tools, etc.

Requirements

• Bachelor’s degree

• 5-10+ years of consistent and recent full-time experience supporting HNW or UHNW individual, family and/or family office (e.g., personal assistant, executive assistant, luxury travel agent and/or luxury event planner)

• Safe vehicle for transportation

• Ability to complete extensive background checks and motor vehicle checks

• 2-3+ references from similar positions

• Ability to travel internationally and domestically whenever necessary

• Willingness to sign a Confidentiality Agreement (NDA)

• Must have a current valid passport and driver’s license with advanced planned renewal

• Seeking longevity (e.g., 2-5+ year commitment and ideally longer)

• United States passport

• Comfortable with dog

• Comfortable with children

• Live a close proximity to Essex County, New Jersey or willingness to relocate within reasonable commute (open to local candidates in New Jersey and domestic relocations)

QUALIFICATIONS:

• Understand the importance of maintaining discretion

• Ability to read and comprehend simple instructions

• Technology proficient (e. g., email and text messages for communication,smart home systems, Robot for cleaning floors, cordless Dyson, etc.)

• Physical stamina and mobility including ability to reach, climb stairs, kneel, and bend

• Professional with positive attitude, hard working, and pleasant to be around

• Collaborative to work with domestic staff and team player

• Physical ability to lift and carry heavy objects (at least 50 pounds), stand for 75% of the time, etc.

• Discreet and calm demeanor

• Non-smoker

COMPENSATION:

• $150K+ gross annual salary (based on experience and qualifications)

• 100% of medical, dental and vision premiums for employee and dependents

• $200 gross per overnight when traveling internationally and domestically

• $0.725 per mile gas reimbursement or Uber reimbursement for work related responsibilities

• Opportunity to enroll in a retirement savings account

• Two weeks (10 days) vacation paid

• Seven government holidays paid
  • New Year’s Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving
  • Day after Thanksgiving
  • Christmas

• Five sick days paid

• Discretionary annual bonus and raise (performance evaluation required)

• MacBook and iPhone provided

Please read the job description carefully and kindly apply with your cover letter, resume, references (email address and phone number), letter(s) of recommendation, and professional photo if you meet all of the requirements. We look forward to hearing from you!