Listing Info

This role reports to the Head of Family Office, providing administrative support to him and two other members of the team. This role will also be a backup to two other assistants on the CFOs teams.

NOTE: ONLY CANDIDATES WITH COMPLETED FOUR YEAR DEGREES WILL BE CONSIDERED

Job Function

• Core duties of the administrative assistant role include extensive use of Outlook to deal with all scheduling (meetings, conference calls); phone coverage and screening; preparation of expense reports; and managing contact lists.
• Significant maintenance of filings systems; both electronic and hardcopy.
• Provide back-up for, and possibly provide on-going assistance to, the accounts payable function within the family office. This includes reconciliation of bank accounts, review of credit card bills and processing vendor invoices.
• Provide support in the management of personal residences and automobiles (e.g., maintenance, insurance, registration). Frequent interaction with vendors for scheduling, status and billing inquiries.
• Schedule and monitor use of private aircraft.
• Assist in the administration of personal collectibles, including purchases and sales, inventory management, and recordkeeping.
• Assist Head of Family Office with document distribution and collection amongst employees, as well as data entry to accounting records.
• Assist in ad hoc projects supporting the clients' of the family office. Occasional local travel to personal residences may be required.

Professional Personality

• Exceptionally meticulous about detail and accuracy.
• Excellent organizational and prioritization skills, possessing a sense of ownership.
• Ability to communicate confidently and effectively both internally and externally.
• Self-motivated with a strong sense of urgency; positive attitude, maintaining high energy throughout the day.
• Excellent judgment and high integrity; naturally intuitive and discreet.
• Highest sense of confidentiality.

Experience / Background

• Candidates with an accounting background preferred but all backgrounds will be considered.
• Demonstrated ability working with confidential data is a significant advantage.
• Outlook, Excel and general PC skills are a strong requirement. Experience with QuickBooks is advantageous.
• A completed 4 year college degree with a strong GPA is required.