Our client is seeking an Executive Assistant to provide operating support for their family office. The Executive Assistant will support transactions through family office investments and real estate partnerships. We are looking for an Executive Assistant with professional experience in a corporate or estate law office, accounting firm or corporate real estate office. The ideal candidate will have strong attention to detail, work with a can-do attitude and drive projects to completion effectively. The Executive Assistant must also help to develop a professional office culture and work seamlessly with professional service firms. The Executive Assistant will be required to communicate and work efficiently with attorneys, CPAs, partners, and trustees of the family's investment firms. The role requires the candidate to be comfortable with payment platforms, finance applications and document management tools. Additionally, the Executive Assistant will assist with booking travel, scheduling meetings, providing operational updates, and preparing finance and trustee reporting packages.
This is a full-time role with benefits, including health, dental, 401(K) matching and the opportunity to participate in community service activities. This is a hybrid role that requires the candidate to be in the Los Gatos office 3-4 days a week. This role reports directly to the owner and trustees of the family estate. This role will require regular interaction and communication with the family office CFO. There is potential that this role will lead to growing responsibility over the longer term. This role will enable a candidate to gain knowledge of real estate partnerships and an opportunity to grow as an office manager or finance manager.
RESPONSIBILITIES:

• Daily interaction with owners and family representatives to provide operational support for real estate investments, trusts and family properties.
• Support transaction activity with real estate partnerships and properties in California and other states.
• Update payment applications and platforms to help ensure that payments are made on time and provide support to accounting and tax firms.
• Work directly with accounting, legal and tax firms to support tax compliance, tax payment, including state and local compliance filings.
• Monitor cash balances and funding levels to support recurring transactions related to properties and recurring expenditures.
• Research and respond to requests for information for Tax accountants and attorneys regarding ongoing will-trust estate matters and other financial matters.
• Review initial contract and progress billings for construction on homes and make payments as directed.
• Respond to requests from investment brokers and investment advisors.
• Provide support for lenders for financial information and copies of current liquidity statements
• File monthly bank and investment statements. Keep current year and previous year's bank statements, investment statements and tax returns.
• Maintain files for properties, partnerships, and trusts in electronic and hardcopy formats.
• Assist with enrollment and maintenance of medical and dental insurance renewals for both employees and family.
• Assist with maintaining residential insurance on properties with insurance brokers. Review annual residential insurance renewals, making sure to keep coverages up to date.
• Process donations through family foundation.
• Provide an annual report to tax accountants with details on donations made for the year.
• Assist with family travel, including private plane travel arrangements, car rentals, currency, medical insurance, credit card arrangements and international arrangements.
• Assist with calendar management including additions and changes as requested.

REQUIREMENTS:

• Bachelor's degree preferred
• 5-10 years of executive office experience
• Ability to be extremely efficient, stay on top of details and deadlines
• Excellent organizational skills including being self-sufficient and resourceful
• Exceptional oral and written communication skills
• High level of professionalism and business acumen
• Strong interpersonal skills with the ability to build repour and trust with family members, business partners and service providers
• Experience in a support role with the ability to listen and be patient when working with a variety of personalities
• Experience with QuickBooks, bookkeeping and classification of expenses
• Research office tools and automate processes
• Familiarity with modern payment cloud-based applications and banking portals
• Organized and experienced in driving electronic and cloud storage processes and converting hardcopy files to electronic format
• Ability to work 3-4 days a week in a professional office in Los Gatos, California

PREFERRED QUALIFICATIONS:

• Experience working in a family office, real-estate investment office or similar professional office
• Current Notary Public
• Business education with experience in bookkeeping, accounting, and financial management
• Experience in supporting real estate transactions, property management and property insurance

The starting salary is for the expectations as laid out in the job description; however, we are often open to a wide variety of profiles and recognize that the person we hire may be less experienced or more senior than this job description as posted. If that ends up being the case, the salary range will be communicated to you as a candidate.
Starting salary: $125k