Executive Assistant – Family Office

Overview

• Provide high-level executive support within a small family office environment, focusing on the CFO and Controller group.
• Manage dynamic calendars, coordinate meetings, and arrange travel logistics for senior executives.
• Draft professional correspondence, prepare expense reports, and track priorities for special projects.
• Liaise with private banks, vendors, and maintain strict confidentiality with sensitive information.
• Restock office supplies, maintain conference rooms, and support organizational objectives proactively.
• Adapt flexibly to evolving organizational needs and maintain a high level of professionalism.
• Work onsite five days a week with occasional remote work opportunities.

Key Responsibilities & Duties

• Manage dynamic calendars across multiple stakeholders, ensuring efficient scheduling and prioritization.
• Coordinate in-person and virtual meetings, including logistics and follow-ups.
• Arrange travel itineraries and logistics, ensuring seamless experiences for executives.
• Draft and manage professional correspondence, maintaining high standards of communication.
• Prepare and manage expense reports, ensuring accuracy and timeliness.
• Liaise with private banks and vendors, maintaining logs and relationships effectively.
• Assist with special projects, time-sensitive initiatives, and organizational priorities.
• Maintain strict confidentiality when handling sensitive information and documents.
• Restock pantry, office supplies, and conference rooms to ensure operational efficiency.

Job Requirements

• Bachelor’s degree preferred, with 7-10 years of relevant experience supporting senior executives.
• Strong organizational, relationship-building, and verbal/written communication skills.
• Proficiency in Microsoft Office Suite, Zoom, Teams, and ability to learn new systems.
• Self-motivated, proactive, with high levels of professionalism and discretion.
• Financial services experience is required; Notary Public certification is a plus.
• Flexibility to adapt to evolving organizational needs and priorities.
• Ability to manage relationships with vendors and private banks effectively.
• Experience in handling sensitive information with strict confidentiality.