Administrative Coordinator

OneofUs is a single-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.

Job Summary:

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 documents and information organization, scheduling, and various other administrative duties.

Primary Responsibilities:

• 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.
• 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
• 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
• 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
• 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
• Assist with basic accounting tasks such as invoice processing and expense tracking
• Collaborate with the finance team to support budgeting and financial reporting activities
• Support special projects and initiatives, ensuring they are completed on time
• Conduct research and compile data to aid decision-making processes

Required Qualifications:

• 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
• 2 years of 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
• Familiarity with the operations of a family office or financial services environment

Preferred Qualifications:

• 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

Job Type: Full-time

Pay: $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Work Location: In person

Salary : $65,000