Job Description

Base: $70K-$80K dependent on experience

Overview

We are seeking a highly organized, dependable, and discreet Personal & Administrative Executive Assistant to provide day-to-day support to the President of a real estate investment development/Management/investment firm. The firm acts also as a family office that manages family financial affairs. This role blends personal, household, and administrative support with light bookkeeping and coordination across multiple entities. The position is full-time, primarily in the office.

The position is not high pressure and is suited for a candidate that enjoys structure, values long-term stability and takes satisfaction in keeping details organized and systems running smoothly.

The assistant will have the support of the company’s head of finance, who oversees accounting and can provide guidance and oversight, and the assistant may occasionally assist them with administrative or light accounting support.

Primary Focus

The assistant’s primary responsibility is to support the President in managing personal, household, and administrative affairs efficiently, allowing him to focus on business priorities. The role also includes limited support for the President’s partner (a family member) and other family members, primarily around bill payment and light organization.

Key Responsibilities

Personal & Household Support (Primary)

• Manage and pay personal and household bills; maintain organized records of expenses
• Reconcile bank and credit card statements monthly.
• Arrange travel plans and maintain records of airline credits and itineraries.
• Coordinate appointments, household services, and other personal logistics.
• Handle mail forwarding, bill routing, and related organization when the President is traveling.
• Maintain both physical and digital files for personal, household, and family matters.
• Answer Direct phone line, and coverage for others when necessary.

Financial & Bookkeeping Coordination

• Track cash accounts and internal loans across personal, trust, and business entities.
• Maintain simple income statements and balance sheets for the President and related trusts.
• Coordinate quarterly tax payments and compile relevant tax documentation (1099s, K-1s, etc.) for accountants.
• Support the head of finance with data entry, reconciliations, or administrative tasks as needed.
• Manage occasional wires, deposits, or transfers with accuracy and discretion.

Trust & Family Entity Administration

• Reconcile bank accounts for trusts; prepare and send financial summaries to accountants.
• Input journal entries and maintain a master Excel ledger for balances and distributions.
• Organize annual reporting and transfer information between accountants, the president, and investors.

Company & Real Estate Administration

• Assist with quarterly investor reports and distributions.
• Coordinate document execution (DocuSign, notarization, and filing).
• Track insurance certificates, renewals, and property-related documentation.
• Manage AMEX corporate accounts, distributing monthly charge summaries.
• Maintain up-to-date digital files and administrative records.

Family Member Support (Secondary)

• Provide limited support to the President’s partner with organization and bill payments.
• Assist one other family member with paying and organizing personal bills.

Skills & Experience

• Strong organizational and basic bookkeeping ability.
• Comfort working with spreadsheets (Excel) and basic accounting concepts.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office, Adobe DocuSign, and digital file organization.
• Experience in a family office, private wealth, or small business preferred.
• Familiarity with QuickBooks and Yardi a plus.
• Must be discreet, dependable, and able to maintain confidentiality at all times.

Personal Attributes

• Calm, steady, and highly reliable.
• Self-directed yet comfortable collaborating with others.
• Detail-oriented with a strong sense of responsibility and follow-through.
• Warm, personable, and professional in demeanor.

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