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senior executive assistant Jobs in New York

senior executive assistant

executive administrative assistant Jobs in New York

executive administrative assistant

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executive personal assistant

FMC Maple Ave

ABOUT THE PRINCIPALSYou will be supporting two principals &mdash; a husband and wife &mdash; whose combined professional and personal lives span a broad range of industries and activities:<ul><li>Multi-industry professional and entrepreneurial endeavors across finance, entrepreneurship, and business operations</li><li>Active AI ventures and technology-driven businesses requiring fast-moving operational support</li><li>A deep commitment to philanthropy, with ongoing charitable initiatives, donor relationships, and community engagement that require thoughtful coordination and support</li><li>Three or more residences requiring ongoing coordination across property managers, vendors, and household contacts</li><li>Extended family relationships and occasional family logistics that require thoughtful, discreet management</li><li>Frequent domestic and international travel, including both planned itineraries and last-minute changes</li><li>A broad network of advisors, partners, vendors, and personal contacts globally</li></ul>This role will require someone who is not only highly organized and discreet, but who brings intellectual curiosity, emotional intelligence, and a deep commitment to excellence across everything they touch.OVERVIEWWe are seeking an exceptional Executive &amp; Personal Assistant to serve as a trusted right hand to two principals in a sophisticated family office environment. This is a high-trust, high-touch role spanning executive support, personal assistance, household coordination, travel, scheduling, and day-to-day logistics across both professional and personal lives &mdash; simultaneously, and at a consistently high standard.The ideal candidate is polished, highly organized, discreet, and calm under pressure. They are equally comfortable managing complex calendars, coordinating international travel, handling sensitive personal matters, drafting correspondence, overseeing follow-through, and bringing order to a fast-moving environment with many competing priorities. They have excellent judgment, strong interpersonal instincts, and a natural ability to anticipate needs before they arise.A meaningful part of this role is the intelligent use of AI tools and agentic workflows. We are looking for someone who does not simply work harder, but works smarter &mdash; someone who is eager and able to automate recurring tasks, streamline coordination, improve responsiveness, and build lightweight systems that make support more efficient, reliable, and scalable.This position requires excellent judgment, a no-drama mindset, and a genuine commitment to making two demanding lives run seamlessly.Important Note on Availability: This role requires high availability throughout the day, including evenings and weekends. The Principals operate across time zones, travel frequently, and require a level of responsiveness commensurate with their pace. Candidates who require strictly defined hours should consider whether this is the right fit.RESPONSIBILITIESExecutive &amp; Personal Support<ul><li>Manage and coordinate calendars for both principals across business, personal, family, social, and travel commitments</li><li>Balance overlapping priorities, shifting schedules, and last-minute requests across two principals with efficiency and diplomacy</li><li>Coordinate meetings, appointments, reservations, and daily logistics for both principals, individually and jointly</li><li>Anticipate needs in advance and ensure both principals are always prepared, informed, and well supported</li><li>Help manage inbound requests and competing demands on time and attention across multiple businesses and personal obligations</li><li>Handle a broad range of personal assistant responsibilities with responsiveness, professionalism, and absolute discretion</li></ul>Travel, Family &amp; Lifestyle Logistics<ul><li>Arrange detailed domestic and international travel, including private and commercial flights, hotels, ground transportation, dining, itineraries, and last-minute changes</li><li>Coordinate across three or more properties: manage schedules with property managers, household vendors, service providers, and maintenance contacts</li><li>Coordinate family logistics including important dates, celebrations, gifting, appointments, and extended family obligations as needed</li><li>Assist with lifestyle management including purchases, deliveries, returns, household scheduling, and special requests</li><li>Ensure logistics across home, family, and travel are handled smoothly, proactively, and without the principals having to ask twice</li><li>Coordinate with household staff, service providers, vendors, and outside contacts as needed across all residences</li></ul>Communication &amp; Administrative Coordination<ul><li>Draft, edit, proofread, and manage emails, letters, and other written correspondence on behalf of both principals</li><li>Track follow-ups, reminders, and action items to ensure nothing is missed across business and personal domains</li><li>Prepare agendas, briefing notes, summaries, and other support materials as needed</li><li>Maintain organized records, contacts, files, and important documents across business and personal matters</li><li>Handle scheduling outreach, confirmations, calls, and routine coordination with polish and professionalism</li><li>Build and maintain clear administrative systems that are accurate, current, and easy for both principals to navigate</li></ul>HR, Payroll &amp; Vendor Management<ul><li>Manage payroll processing and coordination with the principals&rsquo; accountants and payroll providers for household and personal staff</li><li>Maintain organized HR records for any household or personal employees, including onboarding documentation, schedules, and personnel files</li><li>Liaise with benefits providers, insurance contacts, and external HR or accounting advisors as needed</li><li>Coordinate contracts, invoices, and payments for vendors, service providers, and recurring household expenses</li><li>Track and reconcile household and personal expenses, supporting the principals&rsquo; financial team with accurate records</li></ul>AI, Automation &amp; Workflow Optimization<ul><li>Use AI tools and agentic workflows to automate as much of the role as practical while maintaining quality, judgment, and confidentiality</li><li>Build systems for scheduling, reminders, drafting, follow-ups, travel planning, information retrieval, and recurring administrative work</li><li>Identify repetitive tasks and redesign them into more efficient workflows using tools such as Claude, ChatGPT, task automation platforms, and related technologies</li><li>Create lightweight systems for organization, task tracking, contact management, and document management across both principals</li><li>Continuously evaluate new AI tools and automation opportunities that can improve speed, consistency, responsiveness, and leverage</li><li>Apply technology thoughtfully to reduce manual work and increase efficiency across professional and personal life</li></ul>Trusted Right Hand Support<ul><li>Serve as a reliable, composed, and highly trustworthy extension of the principals at all times</li><li>Navigate the preferences, communication styles, and evolving priorities of two distinct principals with maturity and good judgment</li><li>Build strong working relationships with advisors, household contacts, vendors, family contacts, and other key external parties</li><li>Handle all sensitive information with absolute discretion</li><li>Bring a calm, resourceful, solutions-oriented approach to both routine responsibilities and unexpected changes</li><li>Represent the principals with professionalism and warmth in all interactions with third parties</li></ul>QUALIFICATIONSRequired<ul><li>5+ years of experience in a high-level Executive Assistant, Personal Assistant, or similar role</li><li>Significant experience supporting a senior executive, founder, principal, or entrepreneur in a demanding, fast-moving environment</li><li>Proven experience supporting multiple stakeholders or principals simultaneously</li><li>Exceptional organizational skills and meticulous attention to detail across business and personal domains</li><li>Proven ability to manage complex calendars, international travel, scheduling, and logistics at a high level</li><li>Excellent written and verbal communication skills; able to draft polished correspondence independently</li><li>Strong judgment, professionalism, and discretion &mdash; especially in high-stakes or sensitive situations</li><li>High level of initiative and ability to work independently with minimal direction</li><li>Comfort handling both executive support and deeply personal assistant responsibilities simultaneously</li><li>Advanced proficiency with Google Workspace, Microsoft Office, and standard productivity tools</li><li>Strong fluency with AI tools and agentic workflows, with demonstrated ability to apply them in practical day-to-day operations</li><li>Willingness to sign a Non-Disclosure Agreement prior to commencement of employment</li></ul>Preferred<ul><li>Experience in a family office, private office, or high-profile principal environment</li><li>Experience coordinating across multiple residences, household staff, and property vendors</li><li>Familiarity with New York City logistics, travel, dining, and service networks</li><li>Experience with Notion, Airtable, Zapier, n8n, or similar workflow and automation platforms</li><li>Comfort learning and implementing new AI tools quickly and independently</li><li>Experience with luxury travel coordination, including private aviation and high-end hospitality</li></ul>PERSONAL QUALITIESSkills can be learned. The following qualities cannot &mdash; and they are what will determine whether this role is a fit:✔ Exceptionally organized and detail-oriented✔ Proactive and resourceful &mdash; solves before being asked✔ Calm, composed, and steady under pressure✔ Polished, professional, and presentation-ready✔ Warm, thoughtful, and emotionally intelligent✔ Highly discreet and unconditionally dependable✔ Execution-focused &mdash; closes every loop✔ Technologically fluent and genuinely curious✔ Naturally inclined to improve systems and reduce friction✔ Comfortable balancing two principals, multiple priorities, and moving pieces simultaneouslyWHAT SUCCESS LOOKS LIKE IN YEAR ONEDAY 30You understand both principals&rsquo; communication styles, priorities, and preferences &mdash; and are already anticipating needs rather than reacting to them.DAY 60You have taken full ownership of calendar management, travel coordination, and administrative systems. The principals feel the difference.DAY 90You have built or significantly improved at least three workflows using AI or automation tools, reducing manual work and increasing response speed.DAY 365You are indispensable. Both principals trust you completely &mdash; with their time, their information, their family, and their lives.Pay: $150,000.00 - $200,000.00 per yearBenefits:<ul><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Work Location: In person

Executive Personal Assistant

JW Michaels & Co.

<div>
 
 Global company in NYC is hiring an Executive Personal Assistant to support the CEO. This role is hybrid.
 
 
 
 
 
 The Executive Personal Assistant will be managing calendars, booking travel arrangements, assisting with projects, expenses, and providing executive level support.
 
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 Bachelor's degree is required
 </li>
 <li>
 7+ years supporting a CEO
 </li>
 <li>
 Experience with both executive assistant and some personal assistance required
 </li>
 </ul>
 
 
</div>

Career Group

<div>
 
 A boutique Venture Capital firm is seeking an Executive Personal Assistant to support 2 wonderful senior principals with a mix of high-level executive support and personal assistance.
 
 
 
 
 
 This is a strong fit for someone who is polished, discreet, highly proactive, and comfortable operating in a fast-paced, high-demand environment with both professional and personal responsibilities.
 
 
 
 
 
 
 Location:
 
 New York City, near Union Square
 
 
 
 
 
 
 Schedule:
 
 5 days/week in office
 
 
 
 
 
 
 Additional flexibility:
 
 Some hybrid/remote work flexibility given when principals are traveling and during the summer
 
 
 
 
 
 
 Hours:
 
 Typically 8:30 AM to 5:30/6:00 PM, with an expectation of responsiveness outside standard hours as needed
 
 
 
 
 
 
 Compensation &amp; Benefits:
 
 $150,000 to $200,000 base salary + discretionary annual bonus
 
 ,
 
 paid healthcare benefits
 
 ,
 
 PTO,
 
 
 401(k)
 
 
 
 
 
 
 What the role involves:
 
 
 <ul>
 <li>
 Managing complex executive MS Outlook calendars across time zones
 </li>
 <li>
 Coordinating global travel, including flights, hotels, visas, ground transportation, and crafting detailed itineraries
 </li>
 <li>
 Serving as a gatekeeper and primary point of contact for high-level internal and external stakeholders
 </li>
 <li>
 Providing personal assistant support including appointments, bills, reservations, personal travel, and family-related logistics
 </li>
 <li>
 Handling polished written and verbal communications on behalf of principals and managing inboxes
 </li>
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 Managing shifting priorities and helping executives stay organized and prepared for all meetings and travel
 </li>
 <li>
 Overseeing office support as needed, including office supplies, meeting setup, lunch orders and catering for investment meetings
 </li>
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 Handling confidential documents and sensitive information with discretion
 </li>
 <li>
 Supporting interactions with investors, partners, and international contacts in a polished manner
 </li>
 </ul>
 
 
 
 
 
 Ideal background:
 
 
 <ul>
 <li>
 10+ years of executive assistant and personal assistant experience supporting senior executives
 </li>
 <li>
 Background within financial services, venture capital, family office, investment, or similarly fast-paced environment
 </li>
 <li>
 Tech-savvy and confident using Microsoft Office and AI tools
 </li>
 <li>
 Extremely polished, discreet, and service-oriented
 </li>
 <li>
 Calm under pressure, adaptable, and able to manage demanding personalities and shifting needs
 </li>
 <li>
 Strong global scheduling and calendar management experience
 </li>
 <li>
 Resourceful, organized, and thick-skinned with a flexible mindset
 </li>
 </ul>
 
 
 
 
 Please submit your resume to apply!
 
 
 
 
 
 
 You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.
 
 
</div>

Phyton Talent Advisors

<div>
 
 
 Overview
 
 
 
 We are seeking a highly organized and discreet Executive Personal Assistant to support a senior executive in a fast-paced environment. This role requires strong Excel expertise, experience with Salesforce or similar CRM systems, and the ability to anticipate needs while managing shifting priorities.
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Manage complex calendars, scheduling, and daily logistics with precision.
 </li>
 <li>
 Coordinate domestic and international travel end-to-end.
 </li>
 <li>
 Maintain and update contact data within Salesforce or CRM systems.
 </li>
 <li>
 Leverage advanced Excel skills for tracking, reporting, and data organization.
 </li>
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 Monitor communications, prioritize requests, and ensure timely follow-up.
 </li>
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 Provide administrative and project support, including document and event coordination.
 </li>
 <li>
 Handle time-sensitive and confidential matters with professionalism and discretion.
 </li>
 <li>
 Support ad hoc tasks, special projects, and operational needs as required.
 </li>
 </ul>
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree required.
 </li>
 <li>
 7+ years of experience supporting senior leadership.
 </li>
 <li>
 Advanced Excel skills (formulas, filtering, data management).
 </li>
 <li>
 Experience with Salesforce or similar CRM platforms preferred.
 </li>
 <li>
 Detail-oriented, proactive, and highly organized.
 </li>
 <li>
 Strong communication skills and ability to multitask effectively.
 </li>
 <li>
 Proven ability to manage confidential information with integrity.
 </li>
 <li>
 Proficiency with Microsoft Office, Google Workspace, and Mac OS.
 </li>
 </ul>
 
 
</div>

Beacon Hill

<div>
 
 Boutique Private Equity firm focused in the media and communications space is seeking a highly skilled Executive Assistant to provide high-level administrative support to the firm's executives and senior leaders. This role requires 5 days on-site form 9am-6pm with reachability after-hours as needed. exceptional organizational skills, discretion, and handling various tasks with limited supervision.
 
 
 The Executive Assistant will act as a primary point of contact between the executives and internal/external stakeholders, ensuring smooth communication and effective workflow. This individual will also play a key role in anticipating needs, managing competing priorities, and ensuring seamless execution of day-to-day operations. This position requires a high degree of competence, adaptability, and the ability to work collaboratively with colleagues at all levels of the organization. The ideal candidate will be able to anticipate needs and take initiative, demonstrating proactivity and a forward-thinking mindset.
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 
 Calendar Management:
 
 Schedule and manage the executives' appointments, meetings, and events. Coordinate with other team members to ensure alignment of schedules and priorities, proactively manage scheduling conflicts and shifting demands., and follow up on action items as needed.
 </li>
 <li>
 
 Email and Communication:
 
 Screen, prioritize, and respond to emails promptly. Maintain clear and efficient communication channels.
 </li>
 <li>
 
 Travel Arrangements:
 
 Plan and coordinate complex travel arrangements, including flights, accommodations, and itineraries. Ensure that all travel plans align with the executive's schedule and preferences and be able to adjust plans in real time as needed.
 </li>
 <li>
 
 Document Management:
 
 Organize and maintain documents, files, and records, ensuring easy access to important information and data.
 </li>
 <li>
 
 Expense Management:
 
 Manage and reconcile expense reports, invoices, and reimbursements for the executives. Maintain accurate records of expenses.
 </li>
 <li>
 
 Stakeholder Liaison:
 
 Act as a liaison between the executives and internal/external stakeholders, such as portfolio company executives, partners, and team members. Handle inquiries and requests professionally.
 </li>
 <li>
 
 Confidentiality:
 
 Maintain the utmost discretion and privacy when dealing with sensitive information and matters.
 </li>
 <li>
 
 Prioritization:
 
 Serve as gatekeeper. Help the executives prioritize tasks and manage their time effectively. Identify and address urgent matters promptly.
 </li>
 <li>
 
 Continuous Improvement:
 
 Suggest and implement process improvements to enhance the executives' productivity and efficiency.
 </li>
 <li>
 
 General Administrative Support:
 
 Assist with additional administrative duties and special projects as needed, contributing to team operations and supporting evolving business priorities.
 </li>
 </ul>
 
 
 Qualifications and Experience:
 
 
 <ul>
 <li>
 Bachelor's degree preferred.
 </li>
 <li>
 Proven experience as an executive assistant or in a similar administrative role.
 </li>
 <li>
 Proficiency with MS Office (Word, Excel, Outlook, PowerPoint).
 </li>
 <li>
 Must operate with a sense of urgency.
 </li>
 <li>
 Strong sense of responsibility and capacity to complete tasks swiftly and accurately with minimal supervision.
 </li>
 <li>
 Ability to anticipate needs and take initiative.
 </li>
 <li>
 Excellent written and verbal communication skills.
 </li>
 <li>
 Exceptional organizational and time-management abilities.
 </li>
 <li>
 Strong attention to detail and problem-solving skills.
 </li>
 <li>
 Ability to handle multiple tasks simultaneously and work under pressure.
 </li>
 <li>
 Discretion and professionalism when dealing with sensitive information.
 </li>
 <li>
 Adaptability and a willingness to learn and grow in the role.
 </li>
 <li>
 Team-oriented attitude.
 </li>
 <li>
 Demonstrates a "no task is too big or too small" mindset.
 </li>
 <li>
 Strong interpersonal skills and the ability to work effectively with diverse personalities.
 </li>
 </ul>
 
 
 Compensation &amp; Benefits:
 
 
 <ul>
 <li>
 Base up to 165K + Bonus
 </li>
 <li>
 Great benefit packages through Aetna
 </li>
 <li>
 3 weeks summer working remote
 </li>
 <li>
 Free lunch everyday
 
 </li>
 </ul>
 
 Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.
 
 
 
 
 California residents:
 
 Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
 
 
 
 If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/
 
 
 
 Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
 
 
 Company Profile:
 
 
 Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
 
 
 Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
 
 
 Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.
 
 
 
 Benefits Information:
 
 
 
 Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
 
 
 
 
 
 We look forward to working with you.
 
 
 Beacon Hill. Employing the Future (TM)
 
</div>

<div>
 
 
 Senior Executive Personal Assistant, Midtown Manhattan
 
 
 
 
 
 
 Our client is an active, international family currently based in NYC. They are a large family with multiple properties across the US and internationally, and a broad portfolio of business, personal and financial interests. The household is fully staffed, well-organized, and high-functioning.
 
 
 
 
 
 
 THE ROLE
 
 
 
 
 
 
 The Senior Executive Personal Assistant is the primary point of contact for all day-to-day matters relating to the principals &mdash; professional, personal, and household. This is a senior EA role requiring exceptional standards of organization, discretion, and delivery. We are looking for an exceptional individual who can manage the family&rsquo;s busy lifestyle across time zones, residences, and interests.
 
 
 
 
 
 
 KEY RESPONSIBILITES
 
 
 
 
 
 
 &ndash; Act as the primary point of contact for the principals, managing all professional, personal, and household communications and requests
 
 
 &ndash; Oversee, coordinate, and review the work of two support assistants, ensuring consistently high standards and quality across the team
 
 
 &ndash; Coordinate and manage domestic staff to ensure seamless service delivery on behalf of the principals
 
 
 &ndash; Handle complex calendar management across multiple time zones, residences, and professional and personal commitments
 
 
 &ndash; Plan and execute private aviation and multi-leg international travel, including accommodations and ground logistics, with exceptional attention to detail
 
 
 &ndash; Manage correspondence with consultants, advisors, and the wider family office, exercising accuracy and discretion at all times
 
 
 &ndash; Support property administration by liaising with property managers, contractors, and household staff
 
 
 &ndash; Handle highly sensitive and confidential matters with the utmost professionalism and discretion
 
 
 &ndash; Proactively anticipate needs, monitor outstanding tasks, and ensure timely follow-through on all priorities
 
 
 &ndash; Maintain highly organized records, files, and administrative systems to support both household and professional operations
 
 
 
 
 
 
 
 
 
 WHAT WE ARE LOOKING FOR
 
 
 
 
 
 
 The family's preference is for a warm, highly capable, and utterly dependable individual who takes genuine pride in the quality of their work and the support they provide. This is a role for someone who finds deep satisfaction in getting the details right and making a busy, complex life run smoothly.
 
 
 
 
 
 Candidates should be:
 
 
 
 
 
 &ndash; An experienced Senior EA or Personal Assistant with a strong track record supporting a principal in a private household, family office, or UHNWI environment
 
 
 &ndash; Exceptionally organized and detail-oriented, with the ability to manage multiple threads simultaneously without losing precision
 
 
 &ndash; Dedicated with the ability to commit whole heatedly &ndash; this is not a role for the faint of heart
 
 
 &ndash; Proactive and anticipatory &mdash; always one step ahead, identifying what is needed before being asked
 
 
 &ndash; Discreet and trustworthy, with impeccable judgment and an instinct for confidentiality
 
 
 &ndash; A composed and confident communicator, able to engage professionally on the principal's behalf
 
 
 &ndash; Experienced in coordinating complex international travel and logistics, including private aviation
 
 
 &ndash; Comfortable leading a small team and setting high standards through example rather than authority
 
 
 &ndash; IT proficient specifically an Excel power user who can build, automate and troubleshoot complex spreadsheets and reporting tools independently
 
 
 &ndash; A NYC resident with full right to work in the USA but with the ability to travel and support internationally
 
 
 
 
 
 
 
 
 
 TERMS &amp; COMPENSATION
 
 
 
 Compensation: $175-225k, DOE
 
 
 Health Insurance: Employer contribution provided
 
 
 Start Date: Immediately
 
 
 Travel: Travel and accommodation outside NYC at employer&rsquo;s expense
 
 
 Commitment: 50-60 hours per week; on-call mentality expected.
 
 
 
 
 
 
 You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.
 
 
</div>

Senior Executive Personal Assistant, NYC

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Executive Personal Assistant

Senior Executive Personal Assistant, NYC