AR438 - Part-Time Business Assistant - SoHo, NYC

British American Household Staffing•New York, NY

13d•Hybrid

About The Position

A boutique cross-border advisory firm operating across New York, London, and UAE is seeking a highly capable part-time Business Assistant to support its founder and CEO. This is a sophisticated role for someone who is deeply organized, discreet, and genuinely comfortable working in a fast-paced, internationally focused environment. The majority of the work can be performed remotely, with occasional in-person meetings in SoHo. Approximately two days per week, with availability to take on additional hours during busy periods. Primarily remote; occasional in-person meetings in SoHo, Manhattan. Coordination across New York, London, and UAE time zones required.

Requirements

Fluency with AI and productivity tools, including Claude, an AI meeting-notes tool (e.g. Granola), Google Workspace, and Gamma; willingness to work AI-first
Strong technical fluency and comfort with the systems and software that support remote work
Excellent written English with accurate, structured note-taking skills
Highly organized with an audit-minded approach to files and records
Comfortable coordinating across New York, London, and UAE time zones
Background supporting professional-services principals, such as advisory firms or family offices
Signed NDA and a proven record of discretion with high-profile, confidential clients
Absolute discretion with board-level and commercially sensitive matters

Responsibilities

Diary and calendar management, including cross-time-zone scheduling (New York, London, Riyadh); proficiency with Teams, Zoom, Google Meet, and Webex
Inbox triage and management: logging, sorting, and organizing incoming correspondence and files
Structured note-taking in meetings using AI tools; capturing and preparing briefs ready to action immediately afterward
Maintaining accurate meeting summaries and drafting scopes of work for distribution to project managers across active workstreams
Building and maintaining project-specific digital filing systems
Reading and summarizing contracts, scopes of work, and advisory agreements; flagging key terms and obligations
Drafting briefs and scopes of work for external advisors (AI-assisted)
Following up with external advisors through to project completion
Producing org charts of the company and ownership structures using AI tools
Producing research presentations on legal and tax matters using AI tools
Coordinating handover with the UK office and project manager to keep work moving across time zones
Supporting the preparation and tracking of client invoices and engagement letters
Tracking and reconciling business expenses and receipts for the accountant
Company secretarial support: corporate filings, NY Dept of Labor compliance, tax-filing coordination, and record-keeping
Management of New York personal and corporate tax accounts
Day-count and travel-day record-keeping, inside and outside the USA
Immigration and travel administration: visas, vaccinations, Global Entry, and green card administration and renewals
Health insurance management: active oversight, claims administration, appointment coordination, and information requests
Vehicle registration, insurance documents, and renewals
Company insurance policy management and renewals
Coordinating onboarding logistics for new team members and contractors