Executive Assistant/Office Manager

Position:         Executive Assistant/Office Manager

Location:        Austin, Texas

Reports to:     Family Office President and CFO

Organization Overview

Our family office is a single-family office charged with ensuring the maintenance, security, and growth of family assets. The family office has overall responsibility for the entire family asset allocation and, in this capacity, makes and manages direct investments, selects fund managers, and works with external investment managers, consultants, and professional service providers. Outside of its investment management role, as needed, the family office assists the family in other ways unique to a family office. Currently the family office has six full-time employees. The multi- generational family supported by this office has lived in Texas for more than 50 years.

Position Overview

Seeking a dedicated Executive Assistant/Office Manager capable of handling both business and personal administrative and operational responsibilities. This position will work directly with the President and CFO of the family office. The ideal candidate will have strong administrative and interpersonal skills, an understanding of basic accounting principles and must be self-motivated and able to work in a fast-paced, changing environment. In addition, the ideal candidate will have extremely strong organizational skills, be able to learn quickly in a complex business environment and assertively manage competing priorities. This full- time position is based in North Austin.

Key Responsibilities

• General office tasks; coordinate calendars.
• Arrange personal travel with all preferences in mind for: hotels, car service, flights, long/short stay planning, preparing and ESA travel documents. Be available and online during travel days to support last minute changes.
• Organize meetings, correspondence, and escalation of urgent issues to executives.
• Professionally manage requests from business contacts, maintaining confidentiality and courtesy and awareness of the overall goals and relationships maintained by the office.
• Assemble legal documents for internal management, outside investment managers/lawyers/CPAs etc.
• Research and guided execution of ad hoc business and office projects: Past projects have included: directing the re-design of the firm website, researching service providers for office functions and providing recommendations to management, planning and executing the corporate holiday gifting program, researching independent and assisted living arrangements for elderly family members, interviewing and set up/management of home healthcare providers.
• Assist with circulation of documents among family and outside persons for signatures.
• Manage a variety of personal matters as needed which may include personal banking and planning personal social events.
• Handling bank deposits for business and personal accounts.
• Creating and daily up-keeping of different home calendars and personal appointments.
• Work collaboratively, communicate effectively & respectfully with family (Husband & Wife), other household staff (Housekeeper, Property Managers), and personal contacts.
• Plan, manage and organize small events and parties (dinners, birthdays, fundraisers).
• Management of family contacts, holiday cards and gifting.

Executing these responsibilities is key to ensuring a positive and balanced daily life for our family and office. Being solution oriented is essential to independently resolving any road blocks or conflicts that inevitably will arise. You must have a well-established work ethic that allows you to excel in a fast-paced, high-performance environment under little to no supervision.

Qualifications and Desired Personal Traits

• Minimum of 15 years in an executive assistant or office manager role (Project management with construction or event planning experience background a plus).
• Light bookkeeping experience a plus.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint), working knowledge and experience with Google apps, and cloud-based content management services like Box or Dropbox.
• Working knowledge of Asana, Notion or other task and project management tools a plus.
• General accounting knowledge a plus.
• Notary Public (or willingness to become one) very helpful.
• Experience with international coordination: calendar arrangements, dealing with multiple time zones, travel arrangements, and scheduling.
• Willing to respond to time-sensitive mobile phone/email requests on evenings and weekends when needed.
• Able to travel accasionally.
• Prior experience working for a family office, family-controlled business, trust department, accounting firm, bank, asset management, or other investment concern a plus.
• Keen intellect with curiosity to ask questions.
• Attention to detail.
• Stellar written & verbal communication skills.
• Good judgement.

Certain characteristics are essential to a family office environment – discretion, trustworthiness, confidentiality, loyalty, integrity, intelligence, strong work ethic, sound judgment.

Education

• Bachelor’s Degree preferred

Compensation

Competitive and commensurate with experience and skill-set fit. We offer attractive benefits including an employee 401K plan, full medical, dental and vision benefits and PTO.

Contact Information

All inquiries will be treated confidentially.