Single-family office in West Palm Beach seeks a high-caliber professional for day-to-day financial administration, office operations, and executive support to handle full-charge bookkeeping, executive administration, and office management. The ideal candidate blends full-charge bookkeeping, trust accounting with polished executive communication and presence. You will provide support to manage multi-entity finances, trust administration support, and personal lifestyle operations with complete discretion.
What you will be doing:
- Manage AP/AR, bill payments, wire transfers, and general ledger maintenance across multiple entities, LLCs, and personal accounts using QuickBooks
- Reconcile monthly credit card and bank statements for family members and business entities.
- Assist CPA with year-end tax preparation, schedules, and document gathering (trust distributions, principal and income allocations, capital calls, and wire transfers in compliance with trust agreements and fiduciary standards)
- Assist CPAs and Trustees with tax preparation, K-1 tracking, and annual trust accounting reviews.
- Process payroll for household staff and office personnel (1099 compliance for family office staff, estate employees, and private contractors).
- Assist with day-to-day operations of the West Palm Beach office, including mail sorting, vendor relations, and supplies.
- Assist with property management accounting for multiple residences, coordinating invoice approvals with estate managers and yacht/aviation crew.
- Coordinate complex personal and business travel arrangements (private/commercial charter, yacht charters, luxury accommodations).
- Assist with calendar and meeting management and coordinate local appointments and occasionally handle high-level personal concierge tasks, event coordination, and special projects as directed by family members.
- Maintain absolute confidentiality regarding family assets, legal documentation, and personal matters.
What is required:
- 5+ years in a hybrid accounting/admin role within a Family Office, Wealth Management firm, or supporting UHNWIs.
- Proficiency in QuickBooks Desktop/Online, Excel (Pivot Tables, VLOOKUPs), and Microsoft 365.
- Understanding of fiduciary accounting principles, trust structures, and estate documentation.
- Exceptional financial accuracy, high emotional intelligence, proactive problem-solving, and strict adherence to confidentiality protocols
Compensation is commensurate with experience