Administrative Assistant with Bookkeeping Experience

Administrative Assistant with Bookkeeping Experience

We are seeking a highly experienced, detail-oriented Administrative Assistant with QuickBooks bookkeeping skills to support a dynamic and fast-paced Family Office overseeing multiple residential and commercial properties. This role will work closely with the Senior Executive Assistant in our Boca Raton Family Office, to ensure the seamless operation of day-to-day activities while handling time-sensitive responsibilities with accuracy and discretion.

This is an excellent opportunity for a loyal, trustworthy professional who thrives in a fast-paced environment and takes pride in delivering high-quality support with a flexible, can-do attitude.

Key Responsibilities

• Provide administrative support to the Senior Executive Assistant, Principal, and Property Managers
• Assist with both personal and business-related tasks for the family
• Coordinate vendor and contractor appointments and follow-up
• Manage and maintain office supplies and organization
• Maintain both physical and digital filing systems for ongoing renovation and construction projects
• Run errands as needed (bank, post office, FedEx/UPS, grocery store, etc.)
• Handle bookkeeping duties such as processing invoices using QuickBooks
• Support various tasks that may shift, or change based on evolving needs

What We’re Looking For

• Minimum 7 years of experience supporting C-level executives in a fast-paced environment
• Demonstrated experience with QuickBooks (Yardi experience a plus)
• Exceptional attention to detail and ability to multi-task with shifting priorities
• Discretion and confidentiality are essential — integrity and loyalty are non-negotiable
• Strong independent judgment and decision-making skills
• Excellent oral and written communication skills
• Tech-savvy with proficiency in Microsoft Office, Google Workspace, MAC preferred
• Experience with construction and renovation administration a strong plus
• This is a Monday-Friday; 9:00 am - 4:30 pm position. However, must be flexible with work hours — some responsibilities are time-sensitive and may require schedule adjustments

Ideal Candidate Traits

• Professional, proactive, and self-motivated
• Calm under pressure, capable of juggling multiple deadlines
• Highly trustworthy with a strong sense of integrity and respect for privacy
• Approachable, team-oriented, and solution-driven

Additional Requirements

• Florida Notary a plus
• Must pass a background check and sign a confidentiality agreement

Compensation & Benefits

• Competitive salary based on experience
• Health insurance reimbursement
• Vacation/PTO offered