Overview
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
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
Qualifications
- 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
Requirements
- Signed NDA and a proven record of discretion with high-profile, confidential clients
- Absolute discretion with board-level and commercially sensitive matters
Salary and Benefits
- Compensation commensurate with experience
