A family office that invests in commercial real estate is looking for a Mandarin speaking executive/personal assistant to support the two principals (there is also minimal support for the CFO). Part of the assistant’s duties will be procurement – working with overseas vendors. They will train the procurement piece. The office is located downtown near Trinity Church. The balance between business/personal support and procurement shifts based on the firm's activity cycle — during active hotel renovations, the role tilts heavily toward procurement; between cycles, it focuses on EA/PA support. The role is in-office plus occasional visits to the residence in Bergen County, New Jersey. This role is ideal for someone who thrives in a small, fast-moving organization where no two days look the same and where their work has direct, visible impact on the firm's performance. There is room for growth- this role is positioned to grow into a dedicated Procurement Manager or Director of Operations.

About the Job:

¨     Manage the Principals' and CFO’s calendars, travel arrangements, and meeting logistics across New York, the U.S., and periodic international travel to Asia

¨     Provide Mandarin translation and interpretation for documents, calls, and in-person meetings as needed

¨     Assist with personal administrative tasks for the Principals, including household vendor coordination, insurance and medical documentation, and occasional errands in Bergen County, NJ and Jersey City, NJ

¨     Prepare meeting materials, deal summaries, and research packets for investment discussions, broker meetings, and property tours

¨     Coordinate with third-party hotel management companies, asset managers, and property-level teams on routine reporting and operational matters

¨     Organize and maintain deal pipeline files, due diligence documentation, and closing binders

¨     Handle confidential correspondence and communications with brokers, lenders, legal counsel, and brand representatives

¨     Support office operations including vendor management, supplies, and facilities coordination

¨     Serve as the primary day-to-day point of contact with Chinese and Vietnamese manufacturers- communicating in Mandarin via WeChat, email, and phone

¨     Track purchase orders from specification through production, quality control inspection, shipping, customs clearance, and delivery to the property

¨     Coordinate pre-shipment third-party quality inspections and document results, escalating defects or deviations to the Principals

¨     Monitor shipping logistics with freight forwarders, including container scheduling, customs documentation, and delivery coordination with the on-site construction team

¨     Maintain detailed records of product specifications, approved samples, vendor quotes, and order status; build and maintain a searchable product and vendor database

¨     Translate technical specifications, QC reports, and vendor communications between English and Mandarin

¨     Monitor production timelines and proactively flag delays or issues that could affect the renovation schedule

¨     This function will require working Asia hours only during very heavy procurement period (a call or email at 9pm or 10pm) to accommodate time zone differences

About You:

¨     Minimum of 5 years of experience in a related support position

¨     BA/BS from a college or university

¨     Proficiency with Microsoft Office (especially Excel and Outlook) and comfort with WeChat

¨     Understanding of Chinese business culture and communication norms a plus

¨     Mandarin fluency-writing and speaking, including the ability to type fluently in Chinese via Pinyin input.  

¨     Valid driver’s license required

¨     Strong organizational skills with the ability to manage multiple concurrent workstreams across different time zones

¨     Ability to maintain confidentiality and handle sensitive information with discretion

¨     Outstanding communication skills

Salary, Bonus, Benefits (Medical, Dental, Vision),  401K, Life Insurance, Paid Vacation