Special Projects Assistant

Wealthgate LLC (Wealthgate) is a bespoke administrative family office serving a select group of ultra-high net worth families. Our clients are entrepreneurs, families, and foundations who have made significant contributions to business, are active philanthropists, and support the communities in which they live. Our services are designed to support our client families’ values, goals, and unique needs with plenty of flexibility to accommodate change and growth. We seek dynamic, hardworking individuals who enjoy working in a collaborative team environment.

The Special Projects Assistant will support the Chief of Staff of Wealthgate and is a member of the Office of the CEO. The Special Projects Assistant has a critical role on our small team, coordinating and implementing multiple projects for the CEO and client service team. The Special Projects Assistant will provide regular project updates to the Chief of Staff and/or CEO, provide research reports as needed, and handle other administrative tasks. A successful candidate in this role will demonstrate strong attention to detail, organizational skills, good judgment, a can-do attitude, and a willingness to learn. Candidates should be based in or near Boulder, CO as in-office work will be required several days/week.

Responsibilities:

Provide day-to-day project coordination to support the Chief of Staff. This work will be managed by the Chief of Staff, but the candidate should operate independently and demonstrate good judgment in asking questions and proactively addressing issues.

• Provide regular (daily/weekly/monthly) updates to the Chief of Staff. The candidate will be asked to provide regular updates to the Wealthgate team and may be asked to provide project updates to the CEO or other clients, as needed.
• Communicate professionally and expeditiously with all internal and external teams. A successful candidate will proactively seek to answer the “what’s next” question to move projects forward.
• Track and maintain documentation of project expenses, paying close attention to budgets and billing deadlines.
• Process approved invoices in coordination with the accounting team.
• Assist the Chief of Staff with project budget preparation, as needed.

Project coordination may include topics such as, but not limited to:

• Coordination of several real estate/construction project budgets and expenses, including tracking of items for insurance purposes.
• Analyze rental property income.
• Coordination of insurance policies for several client entities.
• Track charitable giving contributions for several client entities.
• Analyze and forecast private aviation usage.

Gather and analyze information from various expert resources to answer research questions. A successful candidate will show sound judgment and recommend solutions rather than regurgitate Google search results. (Proficient use of AI is encouraged in this process.)

Organize and maintain the team’s electronic files on GSuite, and take ownership of Wealthgate’s records retention process. Maintain hard copy files and coordinate scanning and archiving process with the administrative team.

Lead new vendor diligence process and report findings to the Chief of Staff. Assist with new vendor onboarding.

Coordinate with the Facilities Manager and respond to office building issues, ensuring appropriate vendors have been called for service. Support with other office management tasks, as needed.

Provide out-of-office coverage to support Executive Assistant and Personal Assistant, as needed.

Maintain friendly and professional relationships with internal and external stakeholders, representing Wealthgate and/or the CEO through all manner of communication.

Provide notary services to the CEO and client service teams. (If the candidate is not already a registered Colorado notary, Wealthgate will arrange for this to be completed.)

Other administrative tasks, as needed.

Requirements:

• At least 3 years of relevant experience as a project coordinator or administrative role, preferably with experience supporting a C-suite or executive leader
• Ability to manage multiple competing priorities
• Highly organized
• Polished communication skills
• Client service mindset
• Proficient use of Google Suite, Microsoft Office, and Zoom. Mac proficiency preferred
• Experience using Slack, Asana, DocuSign, Adobe Acrobat, and Tallie are preferred
• Colorado notary credentials are a plus
• Bachelor’s degree preferred, or equivalent professional experience

Compensation & Benefits

• The base salary range for this position is approximately $50,000-$75,000. Actual pay will be based on each candidate's skills and experience.
• Position is eligible to receive an annual discretionary bonus award. Individual bonuses are determined based on individual, team, and company performance.
• Eligible employees are offered a full suite of benefit options, including comprehensive health and life benefits and 401(k) plan & matching program.

To be considered for this position, please submit your resume and cover letter to recruiting@wealthgatellc.com.