Executive Administrative Assistant in UHNW Family Office

Job Description

Job Description

Position Summary

Responsible for all office administrative responsibilities by providing support directly to members of the Leadership Team of the general office team to assist with the efficient running and success of the office.

5 Day per week in-office.

Essential Job Functions

•Calendaring - Scheduling meetings, travel, zoom information, building security, etc.

•Greeting visitors, preparing meeting rooms, pre-checking remote meeting capabilities.

•Contacts - maintain and update for individual executives and shared contact lists.

•Maintain and update shared office calendars.

•Expense reporting and coordination of payments for executives.

•Open mail, scan into network drives following established protocols and standards.

•Open mail and distribute (if scanning unnecessary) following established protocols and standards.

•Distribute confidential mail according to established protocols and standards(ie: Human Resources mail).

•Scan and save documents daily to network including but not limited to, bank statements, invoices, receiptsand investment related documentation.

•Print documents and find files for the team.

•Prepare outgoing mail, USPS, UPS, FedEX and messenger, etc.

•Back-up for preparing legal documents for signature, coordinating distribution and saving to network.

•Assist in obtaining approvals and signature to open new bank and investment accounts.

•Serve as backup for daily wire process and fax wires as needed.

•General clerical duties including photocopying, fax, scanning, shredding, etc.

•Run errands as required (i.e. bank, post office, and properties, etc.)

•Go to the bank daily if checks have been received.

•Inventory and supplies ordering (paper, pens, equipment, etc.)

•Assist with the coordination/ordering and delivery of lunch, meals for team members and meetings.

•Primary coordination of NYO Seating chart and scheduling.

•Assist and support family members as needed.

•Provide back-up of utility set-up at households as needed.

•Assist with bill payment by phone if needed.

•Research and implement new organizational systems/processes.

•Holiday Gift Card list and ordering.

•Coordinate Family Office birthday cards for signatures and distribution.

•Cross train with other employees for full coverage.

•Provide back-up and support for all other administrative assistants in the office as needed.