Administrative Assistant

About Fortis Family Office

Since 1913, Fortis Family Office has served as a steadfast compass for ultra-high-net-worth families, guiding them through life’s most significant financial milestones. We aren't just tax, accounting, and financial professionals; we are centralized gatekeepers providing a "white-glove" concierge experience that simplifies complexity and protects legacies for the long term.

The Impact of This Role

As an Administrative Assistant, you are the backbone of our multidisciplinary "brain trust." You won't just be "doing paperwork"—you will be the primary liaison between our elite team of tax, legal, and financial experts and the families we serve. In a boutique firm of our size, your role is high-impact; you are the "go-to" person ensuring records are meticulous, and our office operations run with the precision and discretion our clients expect.

Why Join Our Team?

• Stability & Legacy: Join a firm with over a century of history and a culture built on transparency and integrity.
• Professional Growth: Work alongside and learn from senior experts in accounting, law, and wealth management.
• Collaborative Culture: We value self-starters who thrive in a "team-first" environment where no challenge is too small and no detail is overlooked.

About the Role

Are you a proactive professional who thrives on operational excellence? We are looking for a high-caliber Administrative Assistant to serve as a central pillar of our office. This is a dynamic role where you will balance essential office management with technical project support and financial administrative support.

The ideal candidate is a "self-starter" who can pivot between supporting our tax department, managing meticulous financial records, and daily administrative operations. If you are organized, tech-savvy, and ready to take ownership of your work in a high-discretion environment, we want to meet you.

Compensation & Work Schedule

Rate: $43,680 - $47,840 per year, commensurate with experience and knowledge. This is a full-time, non-exempt position.

Schedule: Full-time, 8am – 5pm Monday through Friday

Once established, we offer the option to work from home one day per week.

Note: We offer the request for flexibility to work additional hours during peak tax season (February–April, September, and October).

Benefits & Perks:

• 401(k) retirement plan with company match.
• Paid time off.
• Health, dental and vision insurance.
• Company contribution to a H.S.A. account when enrolled in a company offered high-deductible plan.
• Paid company holidays.
• Mileage reimbursement.

Performance Incentives: Eligible for annual bonus based on firm performance and individual project milestones.

Primary Responsibilities

Administrative (Core Focus)

• Office Operations: Maintain physical/electronic filing systems, manage office supplies & equipment. Maintain our common areas ensuring a premium experience for both clients and staff.
• Personal Concierge: Conduct off-site errand requests including banking, PO box mail pickup, Mail and UPS drop off, and ad-hoc requests.

Financial & Tax Support (Core Focus)

• QuickBooks Data Entry: Act as our backup bookkeeper, provide Accounts Payable and Receivable support, and assist with various client QB entries and reconciliations.
• Tax Season Excellence: Lead tax document retention by scanning, inventorying incoming files, and proactively contacting clients to secure missing documentation.

Client Relations

• Client Connection: Coordinate annual client gifts, holiday cards, and personalized birthday/anniversary wishes.

Qualifications & Skills

Experience: 1–3 years in a professional office setting (preferred).

Technical Proficiency: Proficiency of Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) is required. Experience with QuickBooks is a plus.

Professionalism: Exceptional communication skills and a professional demeanor capable of handling highly confidential client information.

Adaptability: A "team player" attitude with the ability to pivot between different management styles and shifting priorities. You are highly organized with the ability to prioritize tasks and manage time effectively.

Moxie: You don’t wait to be told what to do; you identify a need and take action.

Travel: A personal vehicle, valid and current driver license*, safe driving history, and proof of non-expired auto insurance* is required for local travel.

*Must present required documents upon acceptance of the position. Proof of insurance is

required at each renewal.

To Apply: Please submit your resume.

Fortis Family Office will never ask for money or sensitive information via third-party apps during the hiring process.