Lifestyle Service Associate

1 week ago

Boston, United States MaestroFS Full time
Job DescriptionJob Description

Trove is an administrative financial services company that understands the complex needs of high­net-worth individuals, families and/or their organizations. Trove delivers an array of bespoke, day-to­day, financial and lifestyle solutions to the families and engagements it serves. We have 5 office locations; Boston, MA, New York City, NY, Bryn Mawr, PA, Salt Lake City, UT, & Stamford, CT. Through continued growth we have become the leading independent multi-family office in North America At Trove we are dedicated to building centers of excellence with a trusted, innovative, and expert team to support our families and engagements. We look for talented people who are motivated, curious, collaborative, and have a passion for delivering the highest quality services with a culture of teamwork. Interested? Read more about the day-to-day responsibilities of our Lifestyle Associate role below

Job Overview

Trove is seeking a qualified individual for the position of Lifestyle Associate to provide HR strategy, household management, insurance administration, travel management and concierge services for Trove clients and to provide corporate administrative support. This position is based out of our Boston office and will be eligible for a hybrid work schedule after a 120 day orientation/training period (3 days in the office, WFH 2 days).

Key Responsibilities:

Payroll and Benefits Administration

  • Process payroll on a weekly basis for multiple clients and entities using platforms like ADP, Paychex, Homepay, and Gusto.
  • Track and verify staff-reported hours and expenses, ensuring accurate entry into payroll systems.
  • Review payroll submissions from junior staff, approving and releasing payroll accordingly.
  • Manage expense reimbursement requests, particularly through platforms like Ramp, and track PTO (Paid Time Off) reporting.
  • Coordinate with clients to secure approval for reported hours and PTO.
  • Review and analyze annual benefits renewals (medical, dental, vision, etc.), providing clients with recommendations on benefit plans and contribution percentages.
  • Set up benefits accounts, including 401K, for new entities and manage annual 401K testing.
  • Oversee the enrollment of new employees in benefits programs and coordinate COBRA as needed.
  • Collaborate with P&C insurance brokers to ensure required insurance coverage is in place (e.g., Worker’s Comp, EPLI, disability).

Household and Vendor Management

  • Coordinate and schedule household vendor appointments, managing follow-ups as necessary, and occasionally attend vendor appointments at client homes.
  • Manage household vendor schedules and maintenance calendars, updating them throughout the year.
  • Compile household manuals and act as the liaison with clients' onsite staff.
  • Conduct vendor due diligence and research service providers; visit client homes to pick up, administer mail, and action any necessary items.
  • Administer Property and Casualty insurance, including communicating with insurance agents to update policies on cars, homes, boats, and valuable articles. Maintain electronic insurance files and manage claims.
  • Perform health insurance research, including Medicare and individual health insurance enrollment. Submit medical expenses for reimbursement and research concierge medical providers and travel insurance options.

Client Research and Administrative Support

  • Conduct client research and analysis for requests such as car purchases, vacation options, appliance brands, event venues, etc.
  • Manage season tickets and procure tickets for various events.
  • Assist with event planning and travel planning, including private aviation analysis, booking flights, and coordinating transportation.
  • Perform general administrative duties, including binding, copying, scanning, certified mail, faxing, and FedEx.
  • Offer administrative assistance to other client teams and assist with corporate or client projects as needed.

HR Management and Support

  • Assist with domestic staff management, including formulating job descriptions, candidate searches, interviews, benefits research, and ongoing payroll administration.
  • Maintain constant communication with client’s staff to address issues and provide necessary resources.
  • Conduct year-end employee reviews and provide feedback to staff.
  • Assist clients in redesigning staffing plans and provide suggestions on roles to hire.

Qualifications:

  • Education: High School Diploma required; Bachelor’s Degree preferred.
  • Experience: Prior experience in insurance, household management, personal assistance, payroll/HR, or administrative roles is preferred.
  • Skills: Proficiency in Microsoft Office programs and internet research. Ability to manage and coordinate with vendors and domestic staff. Strong attention to detail, accuracy, and confidentiality.
  • Attributes: A self-starter with the ability to work independently, demonstrate initiative, and tackle a wide variety of client requests with enthusiasm. Strong organizational skills with the ability to prioritize and execute successfully in a fast-paced environment.
  • Additional Requirements: Must live within a commutable distance of the office location and have reliable transportation. Commitment to high fiduciary standards and confidentiality. Willingness to contribute to the growth of a small company.

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