Our client is a single-family office managing a handful of investment companies and a charitable foundation. Investments held by entities under the firm include but are not limited to self-managed portfolios of publicly held stocks and bonds, hedge funds, direct lending funds, solar financing, real estate assets and direct investments in private companies. The office serves as a financial investment company, a charitable foundation, and an office for the personal affairs of the family.
Job Description:
As the Executive Assistant/Office Manager you will provide administrative support to the individuals within the single-family office. Experience and flexibility to help coordinate personal/non-business-related tasks is critical. Duties include but are not limited to managing administrative functions, scheduling, travel arrangements, accounting/bookkeeping, reservations, and day-to-day general clerical duties. Candidates must have the ability to maintain absolute confidentiality regarding all affairs related to the office.
Job Responsibilities:
Help 1-3 people manage their calendars, answer main phone line/check messages daily
Book travel arrangements and schedule private airplane for 1-4 people (business and leisure)
Accounting/bookkeeping in Quickbooks and Office Suite proficiency
Pay/book horse bills and keep horse race schedule
Plan appointments for home and office maintenance
Additional tasks: Mail, office bill payment, contract management, annual holiday gift giving, shopping, and event reservations
Nice-to-haves:
Generate reports and basic analytical work for stock/bond portfolios
Screen and summarize pitch decks for funds and direct deals
Preparation of wire transfers and business documents and get signatures from outside trustees
Maintain IT equipment, update basic software as needed and basic maintenance of digital backups
Maintain calendar of reporting dates for publicly traded companies