Job Description

Job Description

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

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