Company Overview: OneofUs is a multi-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.
Position Overview: 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 document and information organization, scheduling, and various other administrative duties.
Key Responsibilities
Communication & Coordination: • 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.
Document & Information Management: • 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.
Meeting Preparation & Follow-up: • 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.
Administrative Support: • 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.
Office Management: • 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.
Financial Administrative Tasks: • Assist with basic accounting tasks such as invoice processing and expense tracking. • Collaborate with the finance team to support budgeting and financial reporting activities.
Project Assistance: • Support special projects and initiatives, ensuring they are completed on time. • Conduct research and compile data to aid decision-making processes.
Qualifications and Requirements
Education: • 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.
Experience: • 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 is a plus. • Familiarity with the operations of a family office or financial services environment is a plus.
Skills: • 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.
Attributes: • Demonstrates strong cleanliness and maintains an orderly work environment. • Timely and consistent in executing tasks and meeting deadlines. • High level of integrity and ability to handle confidential information discreetly. • Proactive problem-solver with a positive attitude and strong work ethic.
Benefits • Competitive salary based on experience. • Comprehensive health, dental, and vision insurance. • Paid time off and holidays. • Opportunities for professional development and growth within the organization.