Family Office Assistant

Position Description 

The Family Office Assistant provides support for the management including calendar management and successful coordination of business meetings. They serve as liaison between team members and other departments within the organization. They exercise independent judgment in the resolution of administrative problems. They prioritize and manage multiple projects simultaneously with direction from management with supervision.

Essential Duties and Responsibilities

• The essential functions include, but are not limited to the following:
• Managing company calendars, requiring interaction with internal and external professionals and clients to schedule variety of business meetings
• Handling incoming and outgoing phone and electronic communications with clients and vendors on behalf of management.
• Arranging travel arrangements and reservations for clients as needed 
• Independently creating well-organized, grammatically correct memos and reports for distribution to members of various departments
• Assisting with client or company event planning
• Maintaining highest level of confidentiality
• Upholding professionalism by providing excellent customer service to visitors, clients, and vendors
• Locating and compiling information; formatting reports, graphs, tables, records, and other sources of information using various software applications such as spreadsheets and databases
• Maintaining confidential client files 
• Maintaining files and financial documents using an organized filing system as instructed electronically or non-electronically
• Performing other duties and projects as assigned

Qualifications

• Associate’s degree required; bachelor's degree preferred
• 2+ years of experience preferred
• Working knowledge of Microsoft Excel, Word, PowerPoint, and Outlook
• Demonstrate interpersonal skills and proficiency in business vocabulary to effectively represent the executive and the company to outside parties
• Excellent interpersonal, oral, and written communication skills
• Excellent writing, proofreading, and editing skills
• Ability to maintain a high level of accuracy in preparing and entering financial data
• Ability to effectively apply analytical and problem-solving skills
• Excellent time managing skills with the ability to multi-task, prioritize, and meet deadlines
• High attention to details, ability to take directions, self-check and follow up on work
• Able to enter accurate financial/numerical data
• Analytical and critical problem-solving skills

Work Schedule

• Full-time
• At the Company office on Coast Village in Santa Barbara, California
• The work week is Monday through Friday: 8:00AM – 5:00PM