The Grapevine Agency

A family office based in New York City, with a staff of 4 people, seek a refined and experienced Executive Assistant/Office Manager/Bookkeeper to represent their company and family in both their professional and personal interactions. This person will report to the head of the Family Office, as well as assist the various other executives.  They will regularly interface with the family’s professional advisors, legal and financial teams, and household staff. The ideal professional will have a high EQ and be comfortable assuming broad responsibilities for the family’s ongoing activities and projects.
Key responsibilities:
Manage projects and follow up on work results.
Management of all EA duties — scheduling, travel, expenses, admin support for three Execs
Manage vendor and contractor relationships.
Liaise with attorneys, accountants, wealth managers, and trustees.
Review and approve supply requisitions and orders.
Prepare, edit, proofread, and audit correspondence, invoices, and other documents.
Oversee preparation of all documents for management meetings.
Keep the team updated and informed with open and transparent communication of operations, employees work, as well as service providers including concerns.
Monthly and quarterly review of general ledger reports.
Coordinate annual budgeting process for business entities; review and monitor expenses throughout the year.
Review, revise, communicate, and enforce general office policies and procedures.
Support the recruitment and training process.
Administer employee benefits and PTO, including time tracking and holiday schedules for staff, employee payroll
Prepare office budgets
Manage IT infrastructure
Manage and update insurance policies for real estate and vehicles
Interface and manage household staff
Necessary Qualifications:
Seven (7) to ten (10) years of related experience.
Bachelor’s degree in Business Management/Administration or similar area is a plus
Prior experience in a family office, legal office, or a corporate background a plus.
Excellent verbal, written and interpersonal communication.
Proficiency with the Microsoft Office Suite.
Able to independently prioritize and manage multiple tasks and projects while meeting deadlines and achieving desired outcomes; proactive and able to initiate solutions.
Ability to read, analyze and interpret complex documents.
Process-oriented; enjoys designing and documenting business processes.
Mature and collegial professional who is calm and unflappable, has a positive mindset, and a sense of humor.
Generally a Monday through Friday schedule. This is a full-time, year-round position.
Compensation up to $180,000+ offered, depending on experience, with exceptional benefits: fully-paid health, dental, and vision insurance; paid time off and paid holidays; annual bonus potential.

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