Job Description
Operations & Financial Administration
- Oversee daily administrative and operational functions for the private office and related entities.
- Manage budgeting support, expense tracking, accounts coordination, bill payment processes, and cash flow monitoring.
- Coordinate with external advisors including accounting, legal, tax, insurance, and financial professionals.
- Assist with financial reporting preparation, document management, and organization of records for compliance and tax purposes.
- Monitor banking activity, vendor payments, and administrative aspects of financial accounts.
- Review contracts, invoices, and service agreements for accuracy and approval processing.
Business & Administrative Management
- Support operations for affiliated businesses, investments, and related entities.
- Coordinate special projects, process improvements, and operational initiatives.
- Maintain organized systems for records management, workflow tracking, and compliance documentation.
- Assist with onboarding and coordination of vendors, consultants, and support personnel.
- Ensure strict confidentiality across all business and personal matters.
Property & Vendor Coordination
- Oversee maintenance and operational coordination for multiple properties and office locations.
- Manage relationships with vendors, contractors, property service providers, and maintenance teams.
- Negotiate vendor agreements and monitor service quality and cost efficiency.
Executive & Personal Support
- Coordinate travel arrangements, itineraries, and logistics.
- Manage calendars, scheduling, appointments, and related administrative needs.
- Assist with event coordination, charitable initiatives, and special projects.
- Handle sensitive and time-sensitive matters with professionalism and discretion.
Qualifications
- Bachelor’s degree in Business Administration, Finance, Accounting, or related field preferred.
- 5+ years of experience in business management, private office operations, executive support, or similar environments.
- Experience supporting executives, entrepreneurs, or privately held organizations preferred.
- Strong understanding of budgeting, financial coordination, and vendor management.
- Excellent organizational, multitasking, and project management abilities.
- Demonstrated professionalism, discretion, and sound judgment.
- Proficiency with Microsoft Office Suite, QuickBooks, and related business systems.
- Strong written and verbal communication skills.