Family Office Executive Assistant (Remote based initially)
This is an exciting opportunity to assist this new Family Office and become a pivotal part of its' future. The family Principals consist of three family members. One is based in New York and the other two are based in London. It is a time of great change for them and the family office. The family office is consists of 12 members of staff. This is a remote role to kick off with and the role is work in progress during this time of change. An office based in London could be organised in the future for this charming and extremely likable family.
Primarily supporting in a business context there will be some personal support over time, mainly events & travel when the three family members need to be together. This is a new role and with the wide and sometimes complex environment/investments the family are involved in you must have an understanding and interest in business and finance and be a self-starter able to bring much to the table. Able to carve out and define your position an deal with a range of stakeholders and work with Senior team members of the Family Office and external professionals when required.
Able to work independently with top communication & organisational skills you will build strong relationships quickly and comfortable working alone for periods of time. Some travel to New York will be needed (2 - 4 times per year). Flexibility and a hand on proactive approach is needed. You will report directly into the Family Members and liaise with the Family Office on matters.
Duties & Responsibilities:
- To support the family office operations by providing administrative support directly to the three family principals as well as to the wider family ecosystem when necessary.
- To provide administrative support to the family in their leadership and management of the family office.
- To work closely with the family and their family office and be responsible for the communication of information across the three principals to ensure all are aware of key updates as and when they arise.
- To draft and dispatch reports, emails, agendas and minutes/records of meetings as required.
- To ensure all relevant materials including briefing packs are produced in a timely and accurate manner, ensuring the family always have the relevant material ahead of any meeting or trip.
- To coordinate, attend and take minutes for regular (every two weeks) update calls covering both portfolio (ie investments) and non-portfolio (eg personal, charitable, real estate) matters.
- To attend and take minutes at any other relevant calls and meetings as required.
- To manage a dynamic list of areas of focus on behalf of the Family and follow up on action points from calls and meetings on behalf of the family.
- To provide administrative support to the family to assist them in the completion of action points in a timely manner.
- To carry out extensive diary management and coordination of meetings and calls, often over several time zones, and ever-changing diaries.
- To organise business travel, including arranging visas, travel, accommodation and restaurants, entertainment as required.
- To get involved in various ad-hoc projects as and when required by the family.
- To carry out research for the principals.
- To liaise with third parties such as law firms, accountants and bankers etc on behalf of the family as needed.
- To manage and respond to applications to the Philanthropic Foundation, as a first point of contact.
- To observe a code of strictest confidentiality at all times.
Skills & Abilities:
- Degree Standard or equivalent.
- Demonstrates a high level of autonomy, independence and initiative.
- Comfortable with operating in the ‘grey’ (as opposed to ‘the black and white’).
- Efficiency & reliability: has strong organisational skills that reflect the ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail.
- Discretion and diplomacy: has exceptional interpersonal skills and the ability to build relationships with a wide range of stakeholders.
- Adaptability and versatility: able to respond to a constantly evolving set of needs and demands
- Strong commercial judgement.
- Proficiency in Windows, including MS Word, Excel and PowerPoint.
- Excellent writing and editing skills.
- Good research abilities.
- Holds a valid passport and willing and able to travel, sometimes at short notice primarily to the US.
- Has the flexibility to work additional/out of hours as necessary to fulfil the requirements of the role and meet the principals’ needs as and when necessary.
Due to the high volume of applications received it will only be possible to contact successful applicants. Leaman Consulting is an equal opportunities employer.