Job Description

Executive Assistant is primarily responsible for providing administrative and concierge services to ensure seamless day-to-day operations for family in addition to providing executive level administrative support to principals, family office executives (COO, CFO, Director of Residences), and overseeing office management operations. The Executive Assistant, in partnership with Director of Residences, will be tasked with supporting the family and family office through building enhanced office operational systems, implementing administrative processes, and other ad hoc responsibilities. An executive assistant at the family office is someone who is highly presentable, extremely responsive, has impeccable follow through, and has exceptional communication skills (specifically verbal and written etiquette). This is a newly created position for growing family office. Family office is open to local candidates and domestic relocations. Start date is flexible for the right candidate.

RESPONSIBILITIES: 

• Support principals in the administrative execution of professional and philanthropic endeavors, performing tasks with the utmost discretion, professionalism, and attention to detail

• Assist family office employees with general administrative duties such as creating documents, drafting correspondence, managing company directory and email groups, coordinating travel, and maintaining electronic

• Manage relationship with building management company for New York office – Specific responsibilities include but are not limited to service requests, parking management, building access management, and fire drill administration

• Assist in scheduling and organizing company events, off-sites, and meetings with external parties

• Process all invoices and utilize monthly invoice tracking spreadsheet to ensure all invoices are received in a timely manner

• Follow up with vendors to inquire about outstanding invoices

• Collection of expense receipts from domestic staff, as it relates to operation of properties

• Generate supply order form to household staff for use

• Confirm household staff provides supply orders with all receipts

• Prepare vendor agreements for review and approval by Director of Residences

• Oversee vendor insurance tracking including but not limited to, confirming all vendor insurance is accurate and on file, sending out letters requesting updated insurance certificates, as necessary and regularly updating vendor insurance tracking spreadsheet

• Maintain files for each property such as updating property information sheets, utility information, emergency procedures, property insurance, operational information

• Maintain accurate records of all rental transactions, if any

• Assist Director of Residences with preparing and/or implementing procedures and systems within company guidelines to ensure orderly and efficient workflow

• Distribute company policies and forms to household staff and vendors accordingly

• Assist Director of Residences with special projects

• Liaison with principals and household management to ensure monthly staff scheduling and timely payroll reporting (on a bi-weekly basis)

• Travel coordination for family members, household and family office staff, and trialing candidates

• Perform customer service functions by answering employee requests and questions

• Input and maintain data into HRIS system ensuring I-9 compliance, current employee information, direct deposit / tax withholdings / benefits enrollment

• Conduct audits of payroll, benefits, or other human resources programs and recommend corrective action

• Assist with recruiting through patterning with agencies, interviews, and onboarding process (track candidate status, follow-up correspondence, trial period coordination, new hire paperwork and correspondence, uniform procurement, policies and procedures, etc.)

• Assist with processing of terminations (ensuring exiting employee executes final paperwork, returns company property, etc.)

• Assist Director of Residences with the preparation of the annual performance review / evaluation process

• All other duties as assigned

ABOUT YOU: 

You are someone who is passionate about and has commitment to delivering outstanding customer service across the family office. You consider yourself a “people person”; easily able to establish clear communication channels and build relationships with principals, employees, management, outside vendors, and industry contacts. You have an excellent ability to use sound judgment and work independently. You have an appreciation for deadlines and a strong ability to not only make your own, but help fellow administration team members and members of management you support, meet theirs. You have exceptional organizational skills and attention to detail. You enjoy learning and have a strong ability to read, analyze, and interpret general business periodicals and professional publications. 

Employees at the family office are expected to demonstrate a high level of integrity, mutual respect, professionalism, and a commitment to working in partnership with our key stakeholders (family members, guests, customers, business partners, and co-workers).

QUALIFICATIONS:

• Excellent phone (verbal), written communication, and an ability to recognize potentially sensitive situations and maintain the highest level of confidentiality

• Expert in Microsoft Word, Excel, Outlook and PowerPoint

• Excellent knowledge of business management practices and principles

• High critical thinking, problem solving, and organizational skills

• Ability to solve practical problems and deal with a variety of concrete variables in situations

• Ability to effectively and efficiently research and/or present information, respond to questions, and meet deadlines

• Superior use of discretion and sound business judgement and strong ability to uphold confidentiality

REQUIREMENTS:

• Bachelor’s degree

• Prior experience working in family office, financial services, and/or investments environments

• 3-4+ references from supervisors (ideally from family office position(s))

• Seeking longevity / long term commitment (e.g., at least 2-5+ years commitment)

• Extensive background checks, motor vehicle checks (clean driving record), drug tests, and psychological evaluation

• Live a commutable proximity to family office in Flatiron of NYC or willingness to relocate

COMPENSATION:

• $250K+ gross annual salary (based on experience and qualifications) 

• Health insurance coverage (including dental and vision) with family policy optional

• 401K Plan with 5% Match

• PTO

• Discretionary annual bonus and raise (performance evaluation required)

Please read the job description carefully and kindly apply with your cover letter, resume, references (email address and phone number), letter(s) of recommendation, and professional photo if you feel that you meet all of the requirements. We look forward to hearing from you!

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