Executive Administrator

Job Description

Job Description

HHM Talent is assisting a client in their search for a Family Office Executive Administrator in Chattanooga, TN.

Position Overview

The Family Office Executive Administrator will oversee the day-to-day administrative and operational functions of a private family office, providing comprehensive support to the CEO, principals and their family. This role requires exceptional organization, discretion, attention to detail, and the ability to manage a diverse range of responsibilities involving scheduling, financial coordination/bill pay, property management, vendor relationships, and personal affairs.

The ideal candidate is proactive, resourceful, technologically proficient, and comfortable handling highly confidential financial and personal information. This individual will serve as a trusted administrative partner, ensuring that daily operations run efficiently and that personal and business-related obligations are managed accurately and professionally.

Work hours for this position are 8:00am – 5:00pm Eastern Time.

Location: This is an on-site position located in downtown Chattanooga. Candidates must be willing to commute to be considered.

Responsibilities

Office Administration & Operations

• Oversee daily office operations, including answering phones, handling mail and deliveries, scheduling, document management, recordkeeping, and general administrative support.
• Manage calendars, appointments, meetings, travel arrangements, and other personal or professional commitments.
• Maintain organized filing systems for financial, legal, insurance, and personal records.
• Track deadlines, renewals, payments, appointments, and other time-sensitive obligations.
• Supervise the maintenance of office areas and equipment.
• Coordinate communications among family members, advisors, attorneys, accountants, financial institutions, and other service providers.

Financial Administration & Expense Management

• Coordinate bill payments, recurring expenses, invoices, reimbursements, and other financial administrative tasks.
• Maintain accurate expense records, cash flow documentation, and financial reporting.
• Monitor payment schedules and ensure expenses are processed accurately and on time.
• Track expenses associated with household operations, properties, insurance policies, and other family assets.
• Prepare monthly bank reconciliations for various accounts.
• Maintain strict confidentiality when handling banking information, financial statements, and sensitive records.

Property & Household Management

• Schedule family use and accommodations of jointly owned family properties.
• Communicate with property managers, contractors, maintenance personnel, and other service providers.

Personal & Family Support

• Provide administrative assistance with personal matters, family scheduling, travel, appointments, and special projects.
• Schedule air travel and compile monthly flight reports.
• Coordinate personal purchases, reservations, service appointments, and other requests as needed.
• Handle sensitive family matters with professionalism, sound judgment, and discretion.

Qualifications

• Associate's degree required, bachelor's degree preferred.
• Minimum of 5 years' previous experience in an administrative assistant, executive assistant, or similar administrative support role.
• Exceptional organizational and time management skills with strong attention to detail.
• Demonstrated ability to maintain strict confidentiality and exercise sound judgment.
• Strong written and verbal communication skills with professionalism to interact effectively with individuals from diverse cultural, professional, and socioeconomic backgrounds.
• Strong technology skills with the ability to quickly learn new systems and software.
• QuickBooks experience preferred.
• Ability to work independently, prioritize competing tasks, and meet deadlines with minimal supervision.

Compensation & Benefits

• Competitive base salary commensurate with experience level
• Medical Insurance
• Pension Plan