Executive, Personal Assistant

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.

Key Responsibilities
Executive Assistant:

• 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

 Personal Assistant:

• 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
  
  
  
  

Qualifications & Experience

• 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


• Bachelor’s degree preferred

Physical Requirements

• 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.

The base salary for this New York-based position ranges from $150,000 to $175,000, depending on experience, skills, and responsibilities. Actual salary may vary based on qualifications and the level at which the role is hired. 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.