Posted a month ago
Description
Executive Assistant for a small family office
A multi-generational family office requires an Executive Assistant to sit at the heart of its operation. This is a key role supporting both the office executive and members of the family, managing the day-to-day running of the business while also looking after the needs of the family. No two days are the same: one moment you might be coordinating the office's operations, the next organising cleaners and maintenance for a family household, arranging insurance for the property portfolio, or bringing order to the network of service providers who look after the office and the family. It suits someone who enjoys juggling many priorities, takes pride in getting the details right, and wants to be a trusted, valued part of a small and close-knit team.
Key responsibilities
Office and Property Management
Answer phones and welcome guests
Office services coordination - cleaning, mail, security, landscaping, IT, telecoms, subscriptions, repairs and maintenance, maintain office supplies
Manage residential properties owned by the family, including coordinating and meeting repairs and maintenance, liaise with Tenants, rent collection and engaging external service providers as required
Executive Assistance
Process invoices, receipts and payments to Xero and internet banking platforms
Perform account reconciliations
Manage office documents and archiving, ensuring online storage is easily accessible
Assist with investment documentation including investment establishment and information requests
Arrange quarterly board meetings, including meeting invites, travel and accommodation for board members, catering and ad hoc support
Coordinate travel for staff
Charitable Foundation Manager
Act as the 'Gatekeeper' and first point of contact for potential charities
Communicate and visit with Charities to collect information on prior donations and progress
Communicate and visit with Charities to understand upcoming 'needs' so the Foundation can consider
Assist with accounting and administration requirements for the charitable foundation
Family Assistance
Assist with repairs and maintenance of family assets, including insurance and other domestic services
Manage household accounts, telecommunications and coordinate maintenance including cleaners, gardeners, mechanical servicing and repairs
Support arrangement of servicing and cleaning of vehicles
Monitor family properties while owners are absent
Ad hoc tasks as required
About you
Ability to prioritise workflow and communicate this with staff and family members. No two days are the same, so this role requires someone who can manage multiple tasks and take initiative
Exercise discretion and maintain absolute confidentiality in carrying out responsibilities for both the business and family members
Valid driver's license and access to a car (usage costs will be reimbursed)
University educated
Understanding of Microsoft Word, Excel and Sharepoint
Exposure to Xero and accounts payable preferred but not essential
Compensation
This role is permanent part-time, 20 hours per week with flexibility for extra hours as needed on occasion
The selected candidate would be expected to be in office five days per week, however we are open to discussing what times of day suits you best
6 weeks annual leave per annum FTE (our office is shut for 2 weeks over the Christmas / New Year period)
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