FamilyOffice Inc. · 8 hours ago
Executive Personnal Assistant/ Chief Administrative Officer
Manalapan, FL
Full-time
Onsite
Mid Level
$90K/yr - $110K/yr
4+ years expFamily Office is seeking a highly organized and detail-oriented Executive Personal Assistant / Chief Administrative Officer to oversee administrative operations and personal affairs for a Wall Street executive. The role involves managing schedules, financial coordination, travel arrangements, and event management, requiring a proactive and tech-savvy professional.
AccountingWealth Management
Responsibilities
Calendar & Scheduling Management – Coordinate meetings, calls, and appointments across multiple time zones
Project & Process Management – Organize and track tasks, set up meetings, maintain documents, and help manage workflows
Financial Coordination – Handle expenses, oversee checking accounts, manage bookkeeping, and liaise with accountants
Digital Organization – Maintain a paperless filing system using Dropbox
Event management for events with 10-100 guests at the home or club. Need to be able to organize event with caterers, etc. And be at the house to run the event and assist as needed. About 1 time per month during the season, November to April
Spreadsheet & Data Management – Utilize Excel for tracking and reporting
Banking Oversight – Manage and coordinate activities for 6+bank accounts
QuickBooks knowledge – Support financial organization. Existing expertise or ability to learn quickly. Needed skill
Travel Coordination – Arrange domestic and international travel for the executive and family
Cross-Team Collaboration – Work closely with a house manager, boat captain, charitable boards, and various organizational staff
Qualification
Required
Calendar & Scheduling Management – Coordinate meetings, calls, and appointments across multiple time zones
Project & Process Management – Organize and track tasks, set up meetings, maintain documents, and help manage workflows
Financial Coordination – Handle expenses, oversee checking accounts, manage bookkeeping, and liaise with accountants
Digital Organization – Maintain a paperless filing system using Dropbox
Event management for events with 10-100 guests at the home or club. Need to be able to organize event with caterers, etc. And be at the house to run the event and assist as needed. About 1 time per month during the season, November to April
Spreadsheet & Data Management – Utilize Excel for tracking and reporting
Banking Oversight – Manage and coordinate activities for 6+ bank accounts
QuickBooks knowledge – Support financial organization. Existing expertise or ability to learn quickly. Needed skill
Travel Coordination – Arrange domestic and international travel for the executive and family
Cross-Team Collaboration – Work closely with a house manager, boat captain, charitable boards, and various organizational staff
Meticulous attention to detail – Precision and quality in all work
Strong organizational skills – Ability to track multiple tasks and ensure follow-through
Tech-savvy and paperless mindset – Comfort with apps, Dropbox, Apple products, and digital organization
High level of discretion – Ability to handle confidential and sensitive information with professionalism
Proven track record of excellence – Must demonstrate a history of high performance in academics, work, or volunteer activities
4+ years of experience in a role requiring organization, executive support, or project management
Strong proficiency in MS Office, Dropbox, Google Calendar, Excel, PowerPoint, and task management software. Gusto is used so need to know or learn
Location: Manalapan, FL (in-person role)
Schedule: Monday – Friday, with occasional off-hours communication or event management as needed
Preferred
PowerPoint proficiency – Assist with presentations
Social Media Management – Posting, tagging, and engaging on platforms like Instagram and Facebook
Familiarity with AI tools (ChatGPT, etc.) – Assist with research and document drafting
Project and administrative: 4 years (Preferred)
Benefits
Health insurance
Paid time off
Company
FamilyOffice Inc.
FamilyOffice Inc. Philippines is a private company that manages investments and trusts for wealthy families. FamilyOffice Inc.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase