Personal Executive Assistant

PERSONAL / EXECUTIVE ASSISTANT – OFFICE OF THE CEO

Time Equities, Inc. (“TEI”), an international real estate investment and development company, seeks a proactive, detail-oriented Personal/Executive Assistant for the Office of the CEO. Reporting to the Senior Executive Assistant to the CEO, this position owns the personal, family office, household, and administrative side of the CEO’s life and provides full backup coverage for the Executive Assistant. Work is performed at the office and at the CEO’s home in Greenwich Village. The ideal candidate takes ownership, thrives in a fast-paced environment, and handles sensitive information with absolute discretion. This is an opportunity with an immediate start. Responsibilities will phase in over the first year, beginning with personal support and events and expanding as capabilities are demonstrated, with a substantial training and overlap period throughout.

RESPONSIBILITIES

Personal & Family Office Support

• Serve as the liaison between the CEO’s family and TEI: track expenses, process reimbursements and medical claims, and coordinate family-related requests.
• Coordinate the CEO’s personal travel, including bookings, itineraries, and logistics.
• Oversee the CEO and family’s vehicles: maintenance, inspections, tickets, and related invoicing.
• Manage annual membership; procure gifts and personal/household items for the CEO, family, friends, and employees, including holiday gifts and tips.
• Coordinate the CEO’s daily lunches and pharmacy supply of medication and vitamins; handle personal errands such as shopping, returns, and deliveries.

Household Management

• Provide home office and administrative support to the CEO’s spouse (filing, organizing, record-keeping).
• Arrange maintenance, service providers, and household projects; coordinate seasonal upkeep.
• Handle personal arrangements including reservations, event and show tickets, and related logistics; assist with private events such as dinners and gatherings at the residences.

Financial & Bill Management

• Reconcile credit cards and invoices (Amex and other family/personal accounts) per established procedures, including expense coding.
• Process incoming invoices and coordinate wire transfers for family members, staff, and vendors; track recurring expenses, memberships, and special payments.
• Compile and organize backup documentation and secure internal approvals; track personal property invoices for timely payment.

Executive Assistant Backup Coverage

• Provide full backup coverage for the Executive Assistant as needed, including the CEO’s calendar, email, and communications—prioritizing urgent matters and maintaining continuity during absences, travel, and peak periods.
• Work in tandem with the Executive Assistant on the daily operations of the CEO’s office, ensuring seamless coordination between business and personal responsibilities.

Mail, Office & Foundation Support

• Manage all incoming and outgoing mail and packages for the CEO, family, and the FG Foundation per established office protocols, including scanning, routing, and receipt confirmation.
• Answer and route incoming calls for the CEO’s office; maintain records, files, and databases

Events & Communications

• Assist in planning and executing events—holiday party, annual conferences, board functions, personal celebrations at the CEO’s home, and political fundraisers—with the ability to execute events independently as needed.
• Draft, proofread, and edit correspondence and documents on behalf of the CEO, including thank-you letters; respond to urgent requests outside business hours as needed.

REQUIREMENTS

• 3+ years providing administrative or personal assistant support to executives or principals; Bachelor’s degree; exceptional writing, proofreading, and editing skills with high attention to detail across many moving parts.
• Proactive, positive, energetic attitude that takes ownership and asks questions; strong problem-solving and comfort with digital tools.
• Refined communication and interpersonal skills; ability to represent the CEO and company in a sophisticated manner; discretion with sensitive personal, family, and financial information.
• Familiarity with event planning, family office or household administration, and/or interest in the arts, philanthropy, or politics is a plus.

BENEFITS AND PERKS

Competitive benefits including Medical, Dental, Vision, Life, and Disability insurance; 401(…