Job Description

Professional Personal Assistant & Bookkeeper needed to manage the administrative and financial needs of his business ventures and personal family office. This individual will serve as a trusted partner, overseeing daily administrative responsibilities, personal financial recordkeeping, bill payments, scheduling, insurance, and property management. The ideal candidate is proactive, discreet, resourceful, and comfortable managing confidential business and personal information.

• Executive & Personal Assistance
• Manage the CEO’s calendar, appointments, travel arrangements, and personal commitments.
• Coordinate meetings, reservations, and personal and family activities.
• Handle correspondence, phone calls, document preparation, and follow-up items.
• Manage portfolio of properties, household vendors, service providers, and other family office needs.
• Maintain organized records, files, and important personal documents.
• Bookkeeping & Financial Administration
• Manage bookkeeping for the family office and personal financial activities.
• Process invoices, pay bills, manage recurring payments, and track expenses.
• Reconcile bank, credit card, and investment-related statements.
• Maintain accurate financial records, spreadsheets, and cash flow tracking.
• Coordinate with CPAs, financial advisors, banks, attorneys, and other outside professionals.
• Assist with tax preparation by organizing financial documents and supporting schedules.
• Monitor due dates, maintain payment records, and prepare financial summaries as needed.
• Family Office & Household Management
• Coordinate property-related payments, insurance renewals, and vendor contracts.
• Track budgets and expenses across personal accounts and properties, as applicable.
• Assist with special projects, family events, and other personal financial or administrative matters.
• Maintain strict confidentiality regarding family finances, business affairs, and personal information.

Qualifications

• 3+ years of experience in personal assistance, working in a law firm, executive support, bookkeeping, or a similar role.
• Strong bookkeeping skills, including reconciliations, expense tracking, and accounts payable.
• Proficiency in QuickBooks, Excel, law firm practice management software, and common financial software.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities independently and anticipate needs.
• High level of integrity, discretion, and professionalism.
• Experience supporting a CEO, attorney, high-net-worth individual, or family office is highly desirable.

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