AR438 - Part-Time Business Assistant - SoHo, NYC

Overview

A boutique cross-border advisory firm operating across New York, London, and the UAE is seeking a highly capable part-time Business Assistant to support its founder and CEO. Applicants must be physically based in NY, NJ or CT, as occasional in-person meetings are required. 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