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Assistant to Chief of Staff for Family Office
#896 Accounting and philanthropic support to COS in San Francisco Family Office
Salary Open to the right person
Relocation Not Applicable
Location San Francisco
Status Open
Job Summary

Job Title: Executive Personal Assistant to the Chief of Staff for family office

Location: Based out of San Francisco, CA

Environment: Residential family office, informal but professional. Work with a long-term staff in support of the residences, principal, family and extended family. Ability to take direction from the principal and COS as well as working independently.

This individual must have a history of working around confidential information and keeping all work and information as such.

Residence: The main residence is in San Francisco and is approximately 10,000 plus square feet. Principal also has two other properties that need financial documentation and reporting.

Staff:

  • Main Residence:
    • Chief of Staff – overseeing family office and philanthropic work
    • Two long term housekeepers in main residence
    • Household Manager/Personal Assistant
    • Grounds’ staff
  • Tahoe
    • Caretaker
  • Sonoma
    • Caretaker
    • Grounds crew (3 full-time)
    • Part-time housekeepers

Schedule: Monday through Friday. Some flexibility with off-hours when needed due to principal’s travel or emergencies. Daily hours: 9 AM – 5 PM

Duties:

General – assisting COS and taking on various duties as requested by principal

  • Maintain financial reports to keep principal and COS aware of status of their entities
  • Assist with bookkeeping functions on QuickBooks
  • Become familiar with filing system for household accounts and tax-related materials
  • Possible IT support depending on expertise
  • Upkeep of FileMaker Pro database
  • Support COS by familiarizing yourself with all external relations; banking, investment, accountants and legal
  • Learn important colleagues and friends in principal’s life
  • Cross train in all departments for coverage

Philanthropic

  • Upkeep of FileMaker philanthropy database and report preparation using both Excel and Filemaker database.
  • Assist with foundation/philanthropic correspondence – must be articulate and compose well written letters and memos
  • Collaborate with principal and COS on philanthropic and personal functions/events/parties
  • Help create website for family fund and keep up to date
  • Respond to and follow up with foundation-related phone calls, set up conference calls, invitations, etc.; keeping track and coordinating with the principal’s calendars and communicating with team on updates
  • Board meeting schedules; collection of data, reports, minutes and agendas for board committees
  • Learn philanthropy processing, tracking and filing systems and assist in keeping up to date

Residential

  • If needed run errands and shop for supplies and personal items
  • Pitch in with staff when needed; last minute, special events or possibly when staff is out sick
  • Drive principal on occasion

Skills required

  • Knowledge of the fundamentals of accounting and strong Math and Computer skills with meticulous attention to detail is required.
  • Mac and MS Office based office; demonstrated proficiency with Microsoft Word, Excel and QuickBooks, experience with Filemaker database is a plus.
  • Ability to work with grandfathered staff is mandatory!!!
  • Keeping principal’s confidentiality honored at all times – with in-house staff as well as outside vendors
  • Open to attending professional development workshops or classes (encouraged)
  • Love working autonomously as well as with a team in a private home or office setting
  • Past experience working as an assistant for C-level employer or as a personal assistant in a private residence or both
  • History of long-term employment
  • Friendly and flexible
  • Ability to talk to people from all walks of life; dignitaries to staff/vendors!
  • Excellent writing skills; grammar, watching for typos – auto correct, good proof-reader, eloquent and proper in execution as you will be writing for the principal
  • Good conversationalist, outgoing, positive attitude
  • Maintaining grace, style, protocol at all times
  • College degree and strong academic performance is a positive addition
  • Clean background check and verifiable references
  • Valid drivers’ license, auto insurance and reliable transportation

Work style: Partner with Chief of Staff and Principal - please note though that much of the job will be assisting COS and often entails working alone.

Package

  • Salary - Non-exempt status; rate of pay open to the right person
  • Overtime – time and a half
  • Bonus - discretionary
  • Medical insurance – California Choice - 100% Kaiser Gold B or that amount applied to other company-offered insurance
  • Vacation – two weeks
  • Sick days – complies with San Francisco sick-leave policy
  • National holidays – several off during the year – Christmas, New Year’s Day, Presidents’ Day, Memorial Day, 4th of July, Labor Day and Thanksgiving Day. (7) Generally household staff will plan vacation with Principal’s schedule.

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