Palm Harbor, FL 34683
Administrative Assistant
The Family Office Personal Administrative Assistant acts as a personal concierge for the family handling their personal and business affairs and catering to their lifestyle needs.
This position requires a high level of integrity, confidentiality, professionalism and ethical standards. Candidate will have excellent communication and interpersonal skills, be tech-savvy and detail oriented. The job required good time management and organizational skills, must easily adapt to changing and muliple priorities.
Duties will include but are not limited to administrative, general bookking, travel and event logistics, calender management, meeting preparation, records management, organization and operation of famiy office.
RESPONSIBILITIES:
-Plan commercial and private travel, docuemnting details in written itinerary
-Monitor cash flow in the various personal and business bank accounts, and profecess transfers between accounts
-Pay household, office and business entity invoices
-Reconcile checkbooks and various entitiy accounts both personal and corporate
-Document all banking activity in QuickBooks Accounting Software, and prepare subsequent monthly financial reports.
-Coordinate gathering monthly financial data with accountants and inventment advisors and record in QuickBooks
-Require local errands for bank deposits, post office, shipping, office supplies, seasonal and special occasion personal shopping and gift wrapping.
-Gather year-end tax information for accountants and coordinate tax return processing.
-Work closely with the property manager and employees of real estate owned by client
-Coordinate hiring logistics of new employees.
-Process payroll, maintain payroll records and employee files.
-Workers compensation insurance compliance issues
-Maintain detailed records for bill paying, insurance policies and licenses, and legal services
-Responsible for an organized and efficient office structure to include general maintenance, properly working equipment and supplies.
SKILL SET
Minimum 5 years employment in executive level office or family office administration with strong experience in travel planning, general bookkeeping, online banking and bill paying, jfinancial reporting. Advanced education or degree preferred.
State of Florida Notary authorization
SOFTWARE:
Microsoft Office Suite, QuickBooks, Intuit Payroll, Outlook Email and Calendar, PowerPoint
If you meet the above qualifications please send your resume to [email protected] and follow up by calling 813-258-4101.
