Office Assistant

Geneva Search Partners LLC · Deerfield, United States

Office Administrator – Private Family Office

We are recruiting for an Office Administrator to join a highly regarded private family office. This is a unique opportunity for someone who enjoys being the person who keeps an office organized, anticipates needs, and makes sure important details don't fall through the cracks.

This position offers an excellent work-life balance, a consistent 9:00 AM–5:00 PM schedule, and a hybrid structure with three days in the office: Tuesday, Wednesday and Thursday. This is a full time position.

The organization also offers great benefits, a collaborative culture, stability, and the opportunity to grow and take on new responsibilities over time.

This is not a traditional Executive Assistant position supporting one individual. Instead, this person will serve as a key administrative resource across several areas of the organization, supporting professionals in accounting, tax, investments, operations and family support. The ideal candidate enjoys variety, is exceptionally organized, exercises good judgment, and is comfortable receiving and prioritizing requests from multiple people. The underlying position is designed as a central resource responsible for keeping processes, deadlines, follow-ups, and administrative requests organized and moving forward.

Duties:

• Serve as a central administrative resource and help ensure the day-to-day office runs smoothly.
• Support tax-related administrative processes, including e-file authorizations, DocuSign requests, tax documents, signatures and filing-related materials.
• Download, organize and maintain tax and investment K-1s and other financial documents from various online portals.
• Monitor shared inboxes and ensure incoming requests, documents and follow-up items are routed and addressed appropriately.
• Coordinate electronic and physical signatures, including time-sensitive documents requiring follow-up.
• Organize bank statements and other financial records and ensure documentation is maintained accurately.
• Provide administrative support to the bookkeeping team, including coordinating checks, payments and outgoing documents.
• Manage FedEx shipments, deliveries and pickups and occasionally assist with the delivery or retrieval of documents.
• Greet visitors and serve as a welcoming point of contact for the office.
• Maintain office and kitchen supplies, place orders and help ensure the office remains organized and well stocked.
• Identify opportunities to streamline and automate administrative processes through technology and AI.

What They’re Looking For

The successful candidate will be highly organized, dependable, detail-oriented and particularly strong at prioritizing. Because this position supports multiple people and functions, the ability to determine what needs immediate attention, manage competing requests, and keep multiple projects moving at once is critical.

This person should bring the professionalism, responsiveness, discretion and attention to detail of an Executive Assistant, while enjoying a broader role that supports an entire office rather than one executive. The position involves exposure to confidential family and financial information, so excellent judgment and discretion are essential.

Candidates could come from an office administration, Executive Assistant, administrative support, family office, professional services, financial services, accounting or similarly detail-oriented environment.

A Notary Public designation would be a plus.

Benefits

The organization offers a competitive base salary based on experience, a discretionary annual bonus, and an excellent benefits package including medical, dental, vision and life insurance, as well as a 401(k).