Job Description

Job Description

Direct Hire Executive Office Manager

We are excited to partner with a local family office that provides financial services and administrative support to its clients to identify a dynamic Executive Assistant! This multi-faceted position requires the ability to anticipate needs and think critically with a high level of professionalism and confidentiality. The EA will support and interface directly with multiple family members and service providers that the organization serves. In addition, the role reports to and supports the President.

Some of your day-to-day responsibilities:

• Manage calendar of President and some family members.
• Manage incoming phone calls of President and some family members.
• Schedule/coordinate home services with landscapers, home repair handymen, contractors, etc. for family members
• Schedule/ coordinate business and professional travel for four family members plus the President, utilizing both commercial and private flights in addition to related hotel bookings, transportation, and meal coordination.
• Prepare meeting materials, typically in Word or PowerPoint, for family meetings or meetings with advisors.
• Handle bill paying for family members through QuickBooks or similar accounting software.
• Create financial reports from QuickBooks as requested by the President or other staff members.
• Coordinate cash transfers between accounts with third-party service providers as requested by family members or the President.
• Serve as administrator of cloud-based document storage system for documents created by staff or external advisors.
• Pay bills, maintain books and records, process payroll and coordinate cleaning staff for small local non-profit. Reconcile bank account.
• Pay bills and maintain books and records for Private Family Trust Company. Reconcile bank accounts.
• Collect and organize family members’ tax documents for submission to 3rd party tax preparer. Track charitable contribution receipts for all family member charitable contributions.
• Coordinate with third party insurance brokers property and casualty insurance policy riders for specialized items purchased by family members.

Qualifications and Skills

• Significant executive support experience, including supporting C-level Executives
• Expert-level written and verbal communication skills
• Exceptional organizational skills and impeccable attention to detail
• Ability to work with multiple generations of family members and at all organizational levels
• Able to maintain a high level of integrity and discretion in handling confidential information

Experience Requirements

• Strong work tenure: 10 years of experience supporting C-Level Executives
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat
• QuickBooks or similar type accounting software experience required

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