Office Administrative Assistant

We are seeking an Office Administrative Assistant to provide comprehensive administrative and project management support to our Family Office team. The ideal candidate will have strong organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment. This position will report to the Chief Financial Officer of the Family Office and work closely with all team members, requiring effective communication within a team environment as well as the ability to work independently.

Key Responsibilities:

• Manage daily schedules, appointments, and calendars for family members and senior staff
• Provide concierge-level assistance for the executive's personal needs, such as arranging dining reservations, coordinating with caterers and restaurants, gift purchasing, and travel arrangements
• Respond to general inquiries and provide information as needed
• Handle sensitive and confidential information and documents and maintain filing system
• Manage incoming and outgoing mail, packages, and deliveries
• Assist in the planning, execution, and tracking of various family office projects  
• Office Management: Order and manage office supplies, ensuring that stock levels are maintained, and supplies are replenished, as necessary
• Assist with coordinating vendor services, including office cleaning, maintenance, and delivery services
• Handle ad hoc assignments and special projects with flexibility and discretion
• Other administrative and associated duties as assigned 
• Maintain strict confidentiality and exercise sound judgment in all matters

Key Skills:

The requirements listed below are representative of the knowledge, skill and/or ability required.

• Exceptional organizational, time management, and multitasking skills
• Discretion, integrity, and a high level of professionalism
• Reliable, punctual, motivated, hard-working and a willingness to go “above and beyond”
• Ability to thrive in a fast paced, diverse and demanding environment and meet critical deadlines 
• Ability to work under pressure on multiple assignments at once
• A demonstrated ability to comfortably ‘shift gears’ and re-prioritize rapidly and often

Qualifications:

• High school diploma or GED, college degree preferred
• Minimum of 1-3 years of experience in administrative or project support, preferably in a family office, wealth management, or high-net-worth individual setting
• High proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication abilities, with excellent interpersonal skills
• Strong organizational and multitasking abilities.
• Ability to work independently and interact with individuals at all levels
• Willingness to work flexible hours, including evenings and weekends, as needed