What are the responsibilities and job description for the Executive Assistant - Single Family Office position at Single Family Office - Private?
Executive Assistant — Family Office
Administrative Support
- Provide executive-level administrative support to two Principals, their families, and the Executive Team, including calendar management, gatekeeping, phone coverage, and correspondence.
- Manage all domestic and international travel arrangements and prepare comprehensive itineraries.
- Assist with personal errands, shopping, and card/gift management.
Property & Real Estate Management
- Oversee investment properties, rental properties, and family residences globally
- Assist in covering expenses, ordering supplies, managing and designing websites, promotion, and short-term rentals.
- Manage tenant leases (in coordination with the Legal Team) and tenant relationships.
- Project-manage renovations and new construction builds.
- Assist in promotion of Caribbean Properties with agents for short- and long-term rentals.
Financial & Accounting Support
- Assist with accounts payable and receivable in coordination with accounting team.
- Manage bill pay for family members via electronic or check payment systems.
- Assist in preparation of Excel reports and PowerPoint presentations for monthly financial reporting and forecasting.
Corporate & Legal Compliance
- Assist in maintaining all entities in good standing across domestic and international jurisdictions.
- Review insurance policies for entities and family assets.
- Track philanthropic/grant commitments and payments for the family and a private foundation.
Communications & Project Support
- Draft announcements, edit documents, and assist with presentations for the Principals and Executive Team.
- Attend key meetings, track deliverables and action items, and provide regular briefings to the Principals.
- Collaborate with Principal Investment Officers on presentations and deliverables.
Systems & Operations
- Help organize and maintain Family Office administration, filing, and systems.
- Continuously improve office processes and information flow.
- Maintain office appearance and manage procurement of supplies.
General
- Handle highly confidential information with discretion (a confidentiality agreement is required).
- Provide around-the-clock availability and travel as needed.
- Remain highly organized, detail-oriented, deadline-driven, and proactive.