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Family Office Administrator

Company: MAHLER PRIVATE STAFFING
Location: Walnut Creek
Posted on: May 9, 2022

Job Description:

Position Summary:

A family office based in the east Bay Area in Walnut Creek, CA would like to hire an Administrator to represent their company and family in both their professional and personal interactions. This person will report to the Chief Operating Officer and 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.

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Some work can be done remotely, other times you will be based out of an established office nearby.

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Key responsibilities:


  • Manage projects and follow up on work results.
  • 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 COO 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.
  • Participate in investment meetings.
  • 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.


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    Necessary Qualifications:


    • Seven (7) to ten (10) years of related experience.
    • Bachelor's degree in Business Management/Administration or similar area required.
    • Prior experience in a family office, legal office, with real estate, 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.


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      Schedule:

      Generally a Monday through Friday schedule. This is a full-time, year-round position.

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      Compensation:

      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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      To Apply:

      Please apply at for consideration. Qualified applicants will be contacted.

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      Our Story:

      Mahler Private Staffing works with America's leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidates, as well as we know our clients, so we can make lasting, long-term placements.

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      Note: Due to the high volume of applicants received by Mahler Private Staffing, we are unable to respond to each application individually. We will contact applicants directly if they are selected to move forward. There are no fees to applicants.

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      #indmpsPI177157692

Keywords: MAHLER PRIVATE STAFFING, Walnut Creek , Family Office Administrator, Administration, Clerical , Walnut Creek, California

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