Administrative Assistant

Job Description

Job Description

Job Summary

This professional will be an essential member of SJ Investment Management’s (SJIM) Investment, Accounting & Operations Team. Reporting to the Director of Finance, this role will be primarily responsible for providing broad administrative and operational support to the family office team as well as directly to family members.  The role full time in office in downtown Charlottesville.

SJIM is a single family office, managing several complex multi-asset portfolios.  In this newly created position, this person’s main responsibilities will include:

Key Family Office Responsibilities:

1. Provide comprehensive administrative support to the family office team, including calendar management, scheduling, and correspondence
2. Manage central email inbox and electronic document filing system
3. Maintain organized records and support document management and retention practices across the office
4. Assist with invoice processing, expense coding, and reconciliation in coordination with the accounting team
5. Manage office supplies, equipment, and general office upkeep
6. Support team members with research, special projects, and other tasks as directed
7. Plan and coordinate logistics for office meetings for staff and third parties

Key Family Support Responsibilities:

1. Serve as a primary point of contact for vendors, service providers, and household staff; coordinate scheduling for maintenance, repairs, and property-related services
2. Plan and coordinate logistics for family events, meetings, and special occasions
3. Handle personal and family requests and errands with discretion and efficiency

The ideal candidate must be extremely detail oriented and a natural problem-solver. This individual will also demonstrate a strong sense of ownership, must be a self-starter and have a strong desire for continuous process improvement. Cultural fit, humility, maturity and discretion are imperative.

The Company

Based in Charlottesville, Virginia, SJIM serves as the investment office for a local family. SJIM is responsible for portfolio management, asset allocation, and manager selection across a number of asset classes including large allocations to alternative investments (e.g., hedge funds, private equity, venture capital, and real assets).   

Education, Experience & Skills

•        Bachelor’s degree required

•        3–5 years of administrative or executive support experience strongly preferred

•        Background in a family office, financial services, or professional services environment a plus

•        Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); comfort with learning new software and systems

•        Exceptional discretion and sound judgment when handling sensitive family, financial, and personal information

•        Strong written and verbal communication skills with a professional and polished demeanor

•        Highly organized with keen attention to detail and the ability to anticipate needs before they arise

•        Proven ability to manage multiple priorities simultaneously in a fast-paced, dynamic environment

•        Self-starter with a collaborative mindset and a genuine willingness to pitch in across a variety of tasks

Compensation

Competitive salary commensurate with experience, plus benefits