Administrative Assistant – Family Office

The Family Office Administrative Assistant provides a wide range of administrative support for the Family Office Department and the Firm. Duties include document preparation, proofreading, scanning, filing, faxing, meeting support, supply management, mail assembly and distribution, internet research, telephone support and project-based work.

• Type, edit and proof engagement letters and other correspondence.
• Scans documents, and maintains electronic files and information.
• Processes check runs in an efficient and timely manner.
• Record checks received in the log, confirming information on the deposit slip with the deposit receipt.
• Records, scans, and/or distributes incoming mail on a daily basis. Coordinates the most efficient method of outgoing mail, including maintaining a delivery log and
• tracking information.
• Preparation of client reports including printing, personalized covers, collating, indexes, labeled dividers and binding.
• Assists other personnel with contacting third-party vendors, banks and brokers; reconciliation of receipts, maintaining spreadsheets (that do not require bookkeeping knowledge) and organization of client documents.
• Filing of client documents.
• Schedules meetings and appointments. Makes reservations and maintains calendars.
• Maintains charitable donations spreadsheet, including related correspondence.
• Maintains health insurance spreadsheets and submits claims.
• Coordinates travel arrangements, conferences, and meeting schedules.

Qualifications:

• High School diploma or equivalent.
• A minimum of 2-3 years related experience.
• Advanced computer skills including MS Office (Word, Excel, and Outlook) and Adobe Acrobat.
• Ability to prioritize work to balance multiple projects and tight deadlines.
• Ability to communicate clearly and concisely in English; excellent verbal and written communication skills.
• Ability to work independently on assigned tasks as well as working with others on given assignments.
• Ability to switch assignments rapidly and maintain accuracy, quality, and timely completion of work.
• Detail-oriented with strong organizational skills including the ability to multi-task and establish priorities.
• Ability to operate general office equipment: postage scale and meter, copier, printers, shredder, binding tools and multi-line phone system.
  Ability to maintain strict confidentiality of the Firm’s client information.