Administrative Coordinator

Job Title: Administrative Coordinator

Location: Tampa, Florida

Company Overview: OneofUs is a multi-family office dedicated to managing the financial, legal, and administrative affairs of our clients with the utmost professionalism and discretion. We are seeking a highly organized and proactive Administrative Coordinator to join our team. This role is pivotal in ensuring seamless communication and coordination between internal teams and external partners.

Position Overview: We are seeking a highly organized, detail-oriented Administrative Coordinator to support the daily operations and assist the leadership of our family office. The ideal candidate will have a background in business, finance, or accounting (degree preferred), or equivalent real-world experience. This person will serve as a central point of communication, coordinating with various internal and external parties. They will also manage document and information organization, scheduling, and various other administrative duties.

Key Responsibilities

Communication & Coordination:

·      Serve as the primary liaison between the family office and external parties, including attorneys, accountants, and executive staff of closely held businesses.

·      Filter and prioritize communications within the organization to ensure streamlined and efficient communication flow.

·      Coordinate and manage the execution of various projects by tracking and following up on action items, deadlines, and information request and delivery.

Document & Information Management:

·      Manage and maintain organized records and documentation for all family office clients.

·      Ensure all documents are properly filed, updated, and easily accessible.

·      Uphold confidentiality and security of all sensitive information.

Meeting Preparation & Follow-up:

·      Prepare meeting agendas and materials, take detailed notes, and draft summaries.

·      Distribute meeting materials to relevant parties in a timely manner.

·      Track action items and ensure follow-through on deadlines.

·      Follow up on meeting outcomes to ensure timely completion of action items.

Administrative Support:

·      Handle incoming calls, emails, and correspondence professionally and promptly.

·      Prepare reports, presentations, and other documents as required.

·      Coordinate and schedule meetings, appointments, and events.

·      Assist in travel arrangements and itinerary planning for executives.

Office Management:

·      Oversee office supplies inventory and place orders when necessary.

·      Ensure the office environment is clean, organized, and conducive to productivity.

·      Coordinate with vendors and service providers as needed.

Financial Administrative Tasks:

·      Assist with basic accounting tasks such as invoice processing and expense tracking.

·      Collaborate with the finance team to support budgeting and financial reporting activities.

Project Assistance:

·      Support special projects and initiatives, ensuring they are completed on time.

·      Conduct research and compile data to aid decision-making processes.

Qualifications and Requirements

Education:

·      Bachelor's degree in Business Administration, Finance, Accounting, or a related field preferred.

·      Relevant real-world experience in business, finance, or accounting sectors may substitute for formal education.

Experience:

·      Proven experience in an administrative or coordination role in a fast-paced professional setting.

·      Experience working with ultra-high-net-worth individuals and families and an understanding of their general needs is a plus.

·      Familiarity with the operations of a family office or financial services environment is a plus.

Skills:

·      Exceptional organizational skills with intense attention to detail.

·      Ability to handle sensitive information with discretion and confidentiality.

·      Strong professional communication skills, both written and verbal.

·      Ability to manage multiple tasks simultaneously and prioritize effectively.

·      Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

·      Familiarity with document management systems and scheduling tools.

Attributes:

·      Demonstrates strong cleanliness and maintains an orderly work environment.

·      Timely and consistent in executing tasks and meeting deadlines.

·      High level of integrity and ability to handle confidential information discreetly.

·      Proactive problem-solver with a positive attitude and strong work ethic.

Benefits

·      Competitive salary based on experience.

·      Comprehensive health, dental, and vision insurance.

·      Paid time off and holidays.

·      Opportunities for professional development and growth within the organization.