Executive Assistant and Family Office Coordinator

We currently have an opportunity for a Senior Executive Assistant to provide high-level administrative, operational, and personal support within a family- owned commercial real estate company in Bergen County, NJ. This position offers a diverse and fast-paced environment supporting the principal and family members while overseeing executive administration, financial coordination, property management, private travel logistics, and special projects. The base salary range for this position is $110-145K.depending

upon experience.

• Entrepreneurial work environment
• Comprehensive health benefits (medical, dental, vision)
• 401K and profit-sharing plans
• Generous PTO

• Provide comprehensive administrative support to the CEO and family members.
• Manage calendars, appointments, reminders, and correspondence.
• Coordinate medical appointments, prescription management, transportation, and other personal matters.
• Document & Records Management Maintain confidential family records, including deeds, trusts, wills, insurance policies, HR files, legal documents, and medical records.
• Organize both electronic and hard-copy filing systems while ensuring confidentiality and accuracy.
• Private Aircraft & Executive Travel Coordinate all aspects of private aircraft scheduling and operations.
• Arrange passenger manifests, travel itineraries, catering, ground transportation, and charter requests.
• Coordinate with flight crew, maintenance providers, and aviation vendors.
• Review aviation invoices and maintain detailed flight schedules and reporting.
• Event Planning & Special Projects Coordinate annual executive and family events from planning through execution.
• Manage vendor contracts, travel logistics, guest communications, transportation, accommodations, and event schedules.
• Support additional projects and special assignments as requested.
• Financial & Administrative Coordination Process invoices and prepare payments using Quicken for multiple residential properties.
• Review invoices for accuracy and maintain organized financial records.
• Coordinate payment of property taxes, education expenses, medical invoices, and other family-related obligations.
• Assist with banking requests, account funding, payroll coordination, and financial documentation.
• Maintain loan records and other confidential financial files.
• Property & Vendor Management Coordinate maintenance and repairs for multiple residences.
• Obtain vendor proposals and certificates of insurance (COIs).
• Serve as liaison with contractors, vendors, and service providers.
• Coordinate seasonal property needs, deliveries, utilities, and ongoing projects.

• 10-15+ years of Executive Assistant experience supporting senior executives
• Strong organizational and project management skills with exceptional attention to detail
• Ability to anticipate needs before they arise
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proficiency with Microsoft Office;
  Quicken experience is preferred.