Personal Assistant / Family Office Operations / Atlanta, GA

New Position.  Family headquartered in Atlanta, GA. The Family Office is seeking a responsive, detail oriented, thoughtful candidate to join their family office team. This role will work closely with the existing house manager but provide administrative and strategic oversight to family’s personal affairs and property as well as the family office’s residential rental investment properties.

The scope of responsibilities for the role include:

  • Rental Property Management
    • Manage three residential rental properties in the portfolio
    • Manage scheduling annual maintenance for each property
    • Respond to tenant concerns
    • Manage billing and invoicing related to each property and the P+L statements, collaborate with accountants for accuracy and reporting
    • Interface with real estate agents and lawyers on new tenant leases
  • Travel and Restaurant Research, Planning and Support
    • Research restaurant, hotel, and entertainment options for personal travel
    • Coordinate highly detailed ground transportation, air and hotel reservations, entertainment, and restaurant reservations
      • Create detailed itineraries and confirm all reservations
    • Support during travel with troubleshooting, on-the-fly reservation changes, etc.
    • Coordinate with Travel Agents and Executive Assistant as needed
  • Personal Home Management
    • Manage full time household staff (house manager)
    • Support payroll and benefits management for house hold staff
    • Provide oversight and management on high-end personal property organization and maintenance (wardrobe, wine cellar, furniture and antiques, art collection)
  • Personal Calendar Management
    • Ensure family has RSVP’d and provided appropriate gifts, acknowledgements, etc to all social events
    • Coordinate and oversee holiday letter, holiday shopping, and holiday decorating
    • Health and wellness appointments
    • Weekly meal planning
  • Expense Management and Tracking
    • Maintain detailed records of costs, receipts, and itineraries for the partners
    • Work to an events budget and keep detailed records of costs, receipts, and itineraries for all events the firm hosts
    • Reconcile personal and property credit cards in accounting software
  • Digital and Physical File Management
    • Coordinate signatures on important documents, securely transferring digital and physical files
    • Maintain good physical and digital records of all files
    • Keep address lists and important family documents up to date
    • Support collection of tax, estate, and other important legal documents for the family annually
  • Event Planning and Management
    • Plan and manage all details related to 2-3 large parties per year (25-150 people)
    • Support logistics and management of approximately 10 dinner parties per year (less than 10 people)

Qualifications:

  • 5+ years of experience of work experience which includes experience in: property management, event planning, project management, office management, executive assistant work, or equivalent
  • Proven ability to organize projects, information, and people
  • Proven experience managing a household budget and preferred experience in private home and Personal Assistant duties preferred
  • Bachelor’s degree

Character Sketch:

  • Very well spoken and written, excellent note taking skills
  • Proficient across Microsoft Suite
  • Poised, Responsive, Discerning, Thoughtful, Detail Oriented
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