Personal Assistant - Family Office

Personal Assistant – Family Office

Miami, FL

Responsibilities:

• Assist the CEO and his staff with various special projects as needed, including research, data analysis, presentation preparation, and other ad hoc tasks. Take ownership of assigned projects and ensure timely completion.
• Manage travel and lodging. Own in-depth travel planning including but not limited to researching flights, coordinating ground transportation (car services, public transit, trains, flights etc.), reserving hotels
• Provide seamless administrative coverage and support in situations such as bill pay, coordinating between lawyers, accountants, and tax advisory vendors.
• Act as the gatekeeper, willing to manage in complex situations and make logical decisions in at times possible high stress situations
• Manage calendar; liaise with external parties for communication and on-site scheduling; coordinate among all schedules, calendars and other shared activities, plan and set up appointments and activities proactively and accurately, ensure efficient use of time while priorities shift.
• Be responsible for follow-up items
• Assist with personal tasks, such as research, coordinating with household vendors, shopping, chefs, medical needs, etc.
• Manage contacts and contact databases, including knowing the key internal and external contacts, maintaining good relationships, entering important notes, and clean up

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Qualifications:

• Bachelor’s Degree in a related field
• 2+ years of experience as an executive or personal assistant, or similar experience, preferably in a family office environment
• Speaking Spanish is a plus but not required
• Accounting and/or Finance degree is a plus but not required
• Must have a proven track record of excellent judgment, discretion, and integrity when managing responsibilities
• A strong multi-tasker with strong organizational skills, comfortable wearing many hats in support of a dynamic organization with minimal supervision
• Discreet and professional in handling sensitive or confidential information, and maintain high integrity
• Diligent and detail oriented
• Loyal, reliable and dedicated
• Have initiative and ability to exercise judgment in complex and ambiguous situations
• Strong work ethic and time management skills
• Strong written and verbal communication skills and a professional demeanor
• Proficiency in MS Office Suite