What are the responsibilities and job description for the Executive Assistant position at Private Family Office?
Overview
A private family office in St. George, Utah is seeking a discreet, highly organized Executive Assistant to support a principal and coordinate day-to-day operations. This is a full-time role for someone who thrives on managing competing priorities, values confidentiality, and can work independently with minimal oversight. The principal maintains significant outside commitments, so a substantial part of this role involves keeping operations running smoothly during regular absences.
Scheduling and Coordination
- Manage the principal's calendar for meetings and commitments outside of their primary obligations
- Coordinate a standing weekly meeting (Mondays) for document signing, check approvals, and decision items requiring the principal's sign-off
- Prepare materials in advance so the principal can review and act efficiently during limited in-office time
Bookkeeping and Financial Support
- Perform light bookkeeping using QuickBooks, including data entry, categorization, and basic reconciliations
- Prepare and route checks for signature and track approvals
- Report regularly to the family office CFO and support their requests for information and documentation
Financial Institution and Vendor Relationships
- Serve as a primary point of contact for banks and other financial institutions
- Maintain account records and assist with routine correspondence and requests
Board and Meeting Preparation
- Prepare monthly agendas for a family board meeting covering financials, investments, and related matters
- Compile supporting documents and coordinate with the CFO and other stakeholders ahead of each meeting
- Prior experience as an executive assistant, office manager, or in a similar administrative role, ideally in a family office, small business, or professional services setting
- Working knowledge of QuickBooks and comfort with light accounting and bookkeeping tasks
- Strong organizational skills and attention to detail
- Excellent written and verbal communication
- Demonstrated discretion and the ability to handle sensitive and confidential information
- Ability to work independently and manage responsibilities during periods when the principal is unavailable
- Full-time position
- On-site in St. George, Utah, with a standing Monday commitment
- Compensation commensurate with experience