EXECUTIVE ASSISTANT FOR FAMILY OFFICE-ADMIN, CONCIERGE, FINANCIALS, & EVENT PLANNING

Executive Assistant
Los Angeles
Posted 3 years ago

Established Family Office seeks a well-rounded Executive Assistant experienced with administrative and concierge duties, financial reporting, and event planning.

To be successful in this role, you should be well-organized, thorough, have excellent time-management skills, be able to act with limited guidance and are comfortable in a fast-paced business environment with different stakeholders and personalities. This role will work with executives, family members, administrators, and other professionals as well as residential staff and third-party contractors to undertake a process-based approach to work and to enact operational excellence.


Responsibilities will include: 

Administrative

  • Help build, supervise, and operate the administrative function for the Family.
  • Help structure the Family administrative function to support multiple generations of family members.
  • Manage resources for the Family, including residences, theater passes, sports teams, etc.
  • Concierge services
    • Organizes local, domestic, and international travel arrangements
    • Arrange world class travel experiences for the family and invited guests throughout the year
    • Arrange accommodation and dining logistics
    • Manage purchases of large items
    • Procure Event tickets
    • Maintain birthday and significant event calendar and research, recommend, and purchase gifts for family and friends
  • Prioritizes and coordinate Family’s calendar and meeting schedules
  • Prepares meeting agendas and compiles materials for use in meetings, discussions, and presentations. Recording minutes from meeting and sending to attendees, recapping commitments and next steps
  • Draft, proofread, and finalize written correspondence, contracts and documentation ensuring accuracy
  • Schedule and ensure full support for meetings, coordinates video teleconferences, conference calls, meetings to include reserving rooms, preparing for events and facilitating events as needed

Financial Reporting

  • Data entry and help track investments in various entities by developing reporting for the Family using software such as Addepar or Excel
    • Experience with Addepar is a plus
  • Coordinate with family members and outside accounting/tax firms to:
    • Manage foreign and domestic accounts and facilitate reporting to the Family
    • Create annual budgets and financials
    • Coordinate personal and Foundation charitable giving
    • Coordinate with the tax resources on tax compliance and needs
  • Evaluate and source new vendors in tax, legal, accounting, etc. to assist in bookkeeping, entity management, etc.
  • Coordinate Estate Planning Work with outside attorneys and tax resources

Event Planning: 

  • Assist in planning and executing family events
  • Plan and oversee events including the holiday event, summer event, quarterly company off-site meetings, and company board meetings.
  • Greeting guests (clients, vendors, customers, etc.)

DESIRED QUALITIES

  • A seasoned Executive Assistant with 4+ years of experience in supporting Executives
  • Accounting and investment experience and knowledge is a plus
  • An organizational ninja that can prioritize multiple tasks seamlessly with excellent attention to detail
  • Able to handle confidential information with discretion, tact, and diplomacy
  • Adaptable to various competing demands and demonstrate the highest level of service and response
  • Excellent interpersonal communication skills with the ability to interact in a positive manner. Ability to communicate in a clear, concise manner with tact, diplomacy and flexibility
  • Able to build relationships within all levels of the organization
  • Ability in prioritizing high volume workloads while ensuring priorities and deadlines are met
  • Proficient in G Suite, MS Word, MS Excel, MS Outlook, and can learn new software like Slack, WeChat, etc.

For more information on what is needed to apply, please visit FAQ Candidates

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Job Features

Job CategoryClosed Job
SalaryDOE
BenefitsFull Benefits

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