Background:
We are working exclusively with a longstanding multi-generational family office responsible for safeguarding the interests of the family and managing a global portfolio of investments across asset classes.
Summary:
The Executive Assistant will provide administrative support to executives at a single-family office. He/she will play a key role supporting executives and family members with a multitude of needs. The ideal candidate will be a self-starter that will get to understand well the executives/family needs and acts proactively to fulfill them.
Roles and Responsibilities:
Administration:
- Manage information flow in a timely and accurate manner
- Manage executives calendars
- Organize and prepare meetings, including site logistics
- Coordinate travel arrangements, working closely with assistants in other countries
- Be the point of contact for visitors (Family members, vendors etc)
- Supervision and coordination of all tasks related to the family office
- Organize and maintain digital archives
- Serve as a back-up to other Assistants as needed
- Support the management of family assets (residences, vehicles, etc)
- Lend support with various ad-hoc requests
Financial
- Oversee investments, preparing capital calls remittances and tracking distributions
- Manage vendors and bill payments
- Oversee bank accounts
- Monthly reconciliation and recording of financial transactions
- Liase with brokers for placement of insurance
Competencies
- Highest integrity
- Comfortable working independently and in a team environment
- Self-starter
- Comfortable with interacting with executives and knowing when to escalate matters
- Strong attention to detail
- Ability to be flexible and provide assistance when needed in other areas or tasks
- Strong communication skills in English and Spanish
Professional Requirements:
- Bachelor’s Degree in business administration or related field preferred
- Minimum of 5 years of work experience
- Strong computer skills, including proficiency with Microsoft Office suite. Advanced Outlook calendar abilities; accounting software a plus
- Fluency in English and Spanish
