Executive, Personal Assistant

RTW Investments • New York, NY

2d • $150,000 - $175,000 • Onsite

About The Position

Athena Group Advisors
Athena Group Advisors (“Athena”) is the dedicated multi-family office of a life sciences and biotech investment firm.
Position Overview
Athena is seeking a highly organized, proactive Executive Assistant / Personal Assistant to support an Executive. This role will report to the Executive.
This role is ideal for someone who thrives in a dynamic environment, enjoys managing personal priorities, and brings a solutions-oriented approach to complex schedules and responsibilities. Candidates must be familiar with family office/ high-net-worth clients and possess the ability and resourcefulness to proactively and seamlessly manage their day-to-day lives, actively problem-solving to achieve high-impact desired results where needed. With the support of the Executive and the family office, you'll have the opportunity to develop and pursue creative approaches to resolve client issues.

Requirements

• 7-10+ years of experience supporting executive leaders, ultra-high-net-worth families, private households, family offices, or working in luxury hospitality environments
• Successful candidates can manage multiple priorities, maintain complete confidentiality and exercise discretion, have superior judgment, work with many stakeholders, and thrive in a fast-paced, results-driven environment. Must understand urgency
• Attention to detail, flexibility, and strong written and verbal communication skills
• Positive and collaborative attitude, highly reliable, responsible, and responsive
• Ability to proactively anticipate needs and problem solve
• Exceptional client service and communication skills with a demonstrated ability to develop and maintain outstanding client relationships
• Proficiency with HubSpot (CRM), Asana (task management), Canva (design), Google Workspace, and Microsoft Office applications
• This candidate must be based in the NYC area.
• Athena’s policy requires all professionals to be in the office at least four days per week. This position may require the ability to be on-site at the Executive’s location on a more frequent basis, including weekend or after-house flexibility as circumstances dictate.

Nice To Haves

• Bachelor’s degree preferred

Responsibilities

• Manage and prioritize the Executive’s professional calendar, coordinating meetings across two private foundations and several nonprofit boards
• Prepare agendas, background materials, and take notes
• Coordinate logistics for internal and external meetings, including but not limited to venues, conference rooms, A/V, catering, and printing
• Oversee the foundation’s CRM and maintain an organized digital filing system
• Utilize task management software to track deadlines and deliverables across the team
• Assist with expense tracking and record keeping
• Support special projects as they arise
• Manage and prioritize the Executive’s personal calendar, including but not limited to coordination of childcare and kids’ school activities, medical appointments, and extracurricular activities
• Provide day-to-day support to the Executive, prioritizing and balancing their needs, and navigating seamlessly across multiple homes and locations
• Carry out personal and ad-hoc errands, including but not limited to personal shopping and returns, events, physical donations, and auctioning and selling items
• Coordinate the tracking, receiving, and organizing of delivery of items (e.g., certified mail, FedEx)
• Support the Director of Property Management in routine and ad-hoc tasks related to clients’ properties, including but not limited to: Scheduling vendors and house staff for routine or seasonal maintenance; Providing house access to vendors; remain on-site when vendors or tradespeople are working to ensure the Executive’s home security protocols are followed; Conducting basic walkthroughs to report any issues or repairs (e.g., broken lights, minor leaks, cleanliness issues); Managing gifting and delivering the on-site hospitality experience for visitors, business guests, and family at clients’ home(s); and Preparing the home for guests, including but not limited to guest room set-up, providing refreshments, flowers, bathroom and bedroom amenities, and ensuring the Executive’s expectations and preferences are met and delivered

Benefits

• In addition to the base salary, the role includes a discretionary incentive compensation program, and a comprehensive benefits package, including medical and life insurance, retirement plans, tax-free savings options, and access to additional healthcare programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive