We are seeking a bright and highly organized entry level professional to join our client's high profile family office as an Administrative Assistant / Personal Assistant. This opportunity is tailored for someone who thrives in a role that requires juggling various responsibilities, balancing administrative duties with personal support, and fostering a strong sense of order and hospitality in a fast-paced environment. If you enjoy being a go-to resource and thrive on keeping things running seamlessly, this could be an exciting opportunity for you!
About the Role
In this role, you will act as a critical point of contact, responsible for supporting a team of estate managers with daily operations, from logistical coordination to managing the smooth execution of estate management tasks. You’ll help streamline key functions such as order tracking, inventory management, and administrative workflows to ensure efficiency and organization. Additionally, you will assist with personal tasks such as running errands and coordinating meals, all while being the communication bridge between various teams.
A significant portion of your responsibilities will involve managing expense reports, reconciling credit card statements, and maintaining a structured digital filing system. Moreover, you will contribute to the planning and execution of special events, from intimate gatherings to larger family functions, playing a key role in the coordination and success of these occasions. The position offers growth potential and is ideal for someone who is tech-savvy and enjoys leveraging software solutions to enhance day-to-day operations.
Key Responsibilities
- Operational Support: Serve as the go-to person for estate managers, assisting in daily logistics, event coordination, and task management.
- Calendar Management: Organize and maintain calendars, ensuring schedules are updated and aligned for the estate management team.
- Procurement and Inventory: Monitor household and office supplies, process purchase orders, receive shipments, handle returns, and ensure accurate inventory tracking.
- Administrative Tasks: Prepare documents, conduct research, and manage general office operations, ensuring all tasks are completed efficiently.
- Errands and Personal Assistance: Execute personal tasks such as running errands, coordinating meals, and overseeing special requests to support daily life at the estate.
- Shipping and Receiving: Coordinate packing and shipping activities, ensuring all items are sent and received properly, and resolve any discrepancies with deliveries.
- Expense Management: Prepare detailed expense reports, reconcile accounts, and maintain digital records for both personal and business-related expenses.
- Event Coordination: Assist in organizing and executing events for the family, from small private gatherings to larger, more formal occasions.
Qualifications
- Strong organizational skills, with a natural ability to prioritize and manage multiple tasks in a fast-paced environment.
- An eye for detail and a proactive approach to problem-solving.
- Recent college graduates are encouraged to apply.
- Previous experience in hospitality or estate management is highly desirable.
- Strong time-management skills, with the ability to work independently and efficiently.
- Willingness to take on a broad range of tasks, from administrative duties to personal assistant functions.
- Comfort with running errands and performing a variety of in-person tasks.
- Prior experience with administrative or personal assistant roles is a plus.
- Tech-savvy, with an interest in using software tools to improve organizational efficiency.
Why Join Us?
- Supportive Environment: Become part of a close-knit, collaborative team where your contributions will be valued and your professional growth supported.
- Competitive Compensation: Enjoy a highly competitive salary starting at $65-70K, with performance-based bonuses.
- Comprehensive Benefits: Access to top-tier medical benefits and a generous benefits package.
- Career Growth: For the right candidate, there are significant opportunities to grow within the organization and take on increased responsibilities.
This position is perfect for a service-oriented individual who enjoys working in a hands-on role that offers variety, challenge, and the opportunity to make a meaningful impact within a professional, well-organized family office.
