Job Description

We are seeking an exceptional Executive Assistant to provide high-level support to the CEO, Principal, and Estate Manager of a prestigious Family Office. This role requires a strategic thinker with outstanding organizational skills, discretion, and the ability to anticipate needs before they arise. The ideal candidate will be adept at managing complex schedules, facilitating communication, and handling sensitive information with the utmost confidentiality.

Key Responsibilities:

1. Executive Support

• Manage intricate calendars for the CEO, Principal, and Estate Manager, including scheduling meetings, travel arrangements, and personal appointments.
• Act as a gatekeeper, prioritizing communications and managing access to executives.
• Prepare briefing documents for meetings and compile comprehensive reports on various family office matters.
• Assist in strategic planning by organizing and maintaining critical documents and data.
• Manage confidential and sensitive information with the highest level of discretion.
• Assist in the preparation and processing of transactions, including document management and compliance.
• Receive, sort, and distribute daily mail
• Scanning, filing, and maintaining computer-based filing systems

1. Project Management

• Coordinate and oversee special projects as directed by the Principal, CEO and Estate Manager.
• Liaise with external partners and vendors including on site meetings at our portfolio of private residences.
• Track progress on key initiatives and provide regular status updates to leadership.

1. Communication and Liaison

• Draft and edit high-level correspondence, presentations, and reports.
• Facilitate internal and external communication, ensuring all parties are well-informed and aligned.
• Represent the CEO and Estate Manager in meetings when appropriate, taking notes and following up on action items.

1. Office Management

• Oversee day-to-day operations of the Family Office, including vendor management and facility maintenance.
• Implement and maintain efficient systems for document management, filing, and information retrieval.

1. Financial Administration and Vendor Management

• Assist with basic bookkeeping duties and expense management for executives.
• Support Estate Management with AP/AR
• Coordinate with the finance team on budgeting and financial reporting as needed.
• Help prepare financial documents for review and decision-making by the CEO and Principal.

Qualifications:

• 5+ years of experience as an Executive Assistant, ideally in a Family Office. Work in property management or construction is also appealing.
• Exceptional proficiency with Google Workspace, Notion and Asana preferred.
• Ability to understand complex financial concepts and contracts.
• Excellent written and verbal communication skills, with the ability to interact effectively at all levels.
• Proven ability to handle confidential information with discretion and maintain the highest level of integrity.
• Outstanding problem-solving skills and ability to anticipate needs proactively.
• Flexibility to work extended hours when necessary and occasional travel.
• Knowledge of wealth management, real estate, and investment practices is highly desirable.

Personal Attributes:

• Exceptional judgment and decision-making abilities
• Ability to thrive autonomously with broad decision making ability
• Meticulous attention to detail and commitment to excellence
• Adaptability and willingness to take on diverse responsibilities
• Positive attitude and ability to build strong relationships with stakeholders at all levels

Benefits:

• Highly competitive salary commensurate with experience
• Comprehensive health, dental, and vision insurance
• 401(k)
• Liberal paid time off and holidays

This position offers a unique opportunity to work closely with senior leadership in a dynamic Family Office environment. The ideal candidate will be a consummate professional who can seamlessly integrate into our team and contribute to the success of our organization.

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