Administrative Assistant

Overview

• Provide comprehensive administrative support to a family office, ensuring smooth operations and efficient task management.
• Assist with financial documentation, art acquisitions, insurance policies, and other specialized tasks.
• Support high-net-worth individuals with scheduling, reporting, and concierge services.
• Collaborate with the Controller to manage operational and administrative functions.
• Handle on-site work with occasional remote flexibility after training.
• Ensure accurate documentation and data retention for financial and personal records.
• Contribute to the development and maintenance of the family office handbook.
• Manage bill payments, coding statements, and processing reimbursements effectively.

Key Responsibilities & Duties

• Coordinate art acquisitions, including payment, delivery, insurance, and record updates.
• Process payments and manage financial transactions for family members.
• Track and manage domestic and international shipments.
• Dispute transactions, secure refunds, and resolve pricing discrepancies.
• Retrieve financial information from investor portals and organize banking statements.
• Submit medical insurance claims and process reimbursement documentation.
• Assist in creating and updating legal, accounting, and personal records.
• Provide high-level administrative support to management staff and principals.

Job Requirements

• Bachelor of Arts (BA) degree with relevant administrative experience.
• Proficiency in Microsoft Excel, Word, and Office Suite; QuickBooks familiarity preferred.
• Minimum 5 years of experience, with 7 years preferred.
• Strong attention to detail and exceptional organizational skills.
• Effective verbal and written communication abilities.
• Ability to work independently and collaboratively in a team environment.
• Motivated, personable, and dependable with a strong work ethic.
• Experience with financial documentation and concierge services is advantageous.