Office Manager
4 weeks ago
Aligned Solutions is seeking an Office Manager- direct hire- for a reputable Family Office.
**Position Summary**
The Office Manager for a Family Office will oversee day-to-day operations and ensure the efficient functioning of a private, multi-generational family office. This role requires a proactive, detail-oriented individual with excellent organizational and communication skills to manage office logistics, coordinate administrative support, and liaise with internal and external stakeholders. This is a high-impact position, contributing to the office's culture and operational effectiveness while maintaining discretion and confidentiality.
**Key Responsibilities**
**1. Office Administration**
- Oversee all daily office operations, ensuring a welcoming, efficient, and professional environment.
- Manage office resources, including supplies, equipment, and facilities maintenance.
- Maintain organization systems for family records, confidential documents, and office files.
- Coordinate technology needs, including setting up and troubleshooting office equipment, liaising with IT support as necessary.
**2. Event and Meeting Coordination**
- Arrange and prepare for meetings, including scheduling, agendas, presentations, and follow-up.
- Plan and organize family and office events, managing logistics such as venues, catering, travel, and accommodations as needed.
- Assist with travel and appointment arrangements for family members and staff.
**3. Financial and Budget Management**
- Track office expenditures and assist in preparing the office budget.
- Handle billing, expense reimbursements, and invoice processing.
- Work with accountants or financial managers to support payroll, accounts payable, and receivables.
**4. Family Support and Liaison**
- Serve as the primary contact for family members' inquiries, ensuring timely and accurate responses.
- Liaise with legal, financial, and estate planning professionals to ensure coordinated support for family activities and projects.
- Assist family members with personal requests and support tasks as needed.
**5. HR and Staff Support**
- Manage administrative staff schedules, onboarding, and training.
- Coordinate with HR on recruitment, employee benefits, and compliance matters.
- Ensure smooth communication and coordination among family office staff and external partners.
**6. Special Projects and Additional Duties**
- Support special projects as directed by the family office principal, including property management, philanthropic initiatives, and business ventures.
- Implement office policies and procedures to promote efficiency and professionalism.
- Ensure compliance with all regulatory requirements and handle other duties as assigned.
**Key Qualifications**
- **Education:** Bachelor’s degree in Business Administration, Management, or a related field is preferred.
- **Experience:** 5+ years in an administrative or office management role, ideally within a family office, private equity, or professional services environment.
- **Skills and Competencies:**
- Strong organizational skills with meticulous attention to detail.
- Ability to handle sensitive information with a high degree of discretion.
- Excellent verbal and written communication skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and comfortable learning new software.
- Familiarity with financial management and budgeting processes.
- Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
- Knowledge of estate planning, wealth management, or legal matters is a plus.
**Personal Attributes**
- Proactive, adaptable, and able to work independently.
- Personable, approachable, and capable of maintaining positive relationships with family members, colleagues, and external contacts.
- High level of professionalism and commitment to upholding the family office's values and mission.
**Compensation and Benefits**
The compensation package is competitive and will be commensurate with experience, including health benefits, paid time off, and any additional perks unique to the family office.
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