Administrative Assistant (Confidential Search-Private Family Office)

We are conducting a confidential search for an Administrative Assistant position in a private family office. This position serves as the first point of contact for the family office, providing a welcoming and professional atmosphere for visitors and ensuring smooth communication within the office. This individual manages the reception area, handles incoming calls, coordinates appointments, and assists with other administrative tasks.
This position will report to the Administrative Manager of the family office and will be part of a collaborative team environment that delivers financial support to this family. The primary purpose of the office is to help orchestrate multiple branches of the family’s capital in a multifaceted approach.

As a family office, all the staff work very closely together in a collegial work environment and have regular direct contact with family members. This is an onsite position in the office in Newtown Square, PA. 

Job description:

• Greet and welcome visitors with a professional and friendly demeanor.
• Manage the reception area, ensuring it is well-organized, clean, and presentable at all times.
• Answer and direct incoming phone calls, taking messages as needed and ensuring timely follow-up.
• Manage incoming and outgoing mail, including sorting, distributing, and processing courier services.
• Provide general administrative support to the family office team, including filing, scanning, data entry, and managing office supplies.
• Handle sensitive information with the utmost discretion and confidentiality, respecting the privacy of the family and office operations.
• Assist with organizing and coordinating special projects as required.

• High school diploma or GED required, advanced education a plus
• 5+ years of administrative or operational support experience required; experience working with high-net-worth or ultra-high net-worth clients, financial services, paralegal and trust departments is a plus
• Ability to organize and complete multiple tasks within deadlines with accuracy
• Proven track record of providing white glove service within an administrative role

• We offer a competitive salary commensurate with experience and generous benefits package including health insurance, very generous 401(k) match
• Medical (100% employer-paid), dental, vision, life insurance plans offered
• Generous paid time off (PTO) days, and paid holidays