Brobston Group is hiring: Executive Assistant in New York

Our organization is a New York–based luxury group and family office located on Fifth Avenue, specializing in high-end brand partnerships and philanthropic initiatives. We curate exclusive products and experiences for an elite clientele while supporting multiple nonprofit programs. The Executive Assistant will provide polished, resourceful C‑suite support to the President & CEO, blending classic executive assistance with coordination of PR, events, and brand activations. This on‑site role requires impeccable judgment, discretion, and the ability to manage personal and professional priorities seamlessly. The ideal candidate thrives in a fast‑paced, detail‑intense environment and exercises a proactive, service‑oriented mindset.

Responsibilities

• Manage a complex, multi–time‑zone calendar, prioritizing meetings and providing proactive time‑blocking, buffers, and briefing materials.
• Act as gatekeeper and liaison to internal executives, brand partners, board members, donors, and VIPs.
• Prepare daily briefs, agendas, talking points, and follow‑up notes; track action items to completion.
• Draft, proof, and route correspondence across email, letters, WhatsApp, and text with a refined, brand‑appropriate tone.
• Plan and coordinate complex domestic and international travel, security needs, accommodations, and ground transportation; create detailed itineraries with contingencies.
• Oversee onsite support for appearances, sponsorships, press days, and maintain run‑of‑show documentation.
• Coordinate brand activations, trunk shows, clienteling events, sponsorship integrations, and sample logistics.
• Interface with PR agencies, stylists, showrooms, photographers, and media; manage press calendars, speaking requests, and post‑event coverage tracking.
• Support nonprofit initiatives, including board and committee scheduling, meeting materials, minutes, and action tracking.
• Manage gala and benefit logistics: RSVPs, seating charts, guest communications, and pledge documentation.
• Liaise with household staff and external vendors for personal appointments, travel, gifting, special occasions, and concierge requests.
• Handle personal errands and purchases with rigorous expense tracking and documentation.
• Maintain the Fifth Avenue office: visitor protocol, VIP hospitality, meeting preparation, supplies, and confidential files.
• Process expenses, reconcile statements, and assist with bookkeeping in coordination with finance.
• Uphold strict confidentiality, discretion, and data security at all times.

Requirements

• Minimum 5 years of Executive Assistant experience supporting a C‑level principal or family office in luxury, finance, media, or related high‑visibility environments.
• Proven success working with ultra‑high‑net‑worth individuals and high‑profile stakeholders.
• Mastery of complex calendar management, travel orchestration, and event/PR coordination for VIP engagements.
• Exceptional written and verbal communication skills with impeccable grammar and a refined style.
• Tech‑savvy proficiency in Google Workspace and/or Microsoft 365; familiarity with Slack, Zoom, Asana, Notion, or similar tools.
• Hebrew language skills are a plus, but not required.
• Calm under pressure with strong problem‑solving abilities, anticipatory thinking, and the capacity to protect time and privacy.
• High integrity and judgment; willingness to undergo background check and adhere to strict confidentiality standards.
• On‑site presence in Manhattan required, with flexibility for occasional evenings, weekends, and travel.
• Service‑oriented, hyper‑organized, detail‑obsessed, and proactive prioritizer with a polished interpersonal presence.