Family Office Administrator & Assistant

Location: Costa Mesa, CA (Hybrid / Mostly Remote) Travel: Weekly travel to Los Angeles; occasional site visits in Orange County.

The Role

We are seeking a highly organized, proactive, and discreet Family Office Administrator to support a private family’s diverse portfolio. This is a unique role that blends executive-level administration with property and lifestyle management. You will be the "right hand" to the principal, ensuring that both business operations and personal assets run seamlessly.

Primary Responsibilities

1. Strategic Administration & Communication

• Correspondence: Draft professional formal documents, emails, and family office reports.
• Gatekeeping: Manage inbound inquiries and serve as the primary point of contact for the principal.
• Scheduling: Coordinate complex calendars, private events, and personal appointments.

2. Asset & Property Coordination

• Tenant Relations: Act as the direct liaison for tenants, addressing day-to-day issues and ensuring high-quality property standards.
• Vendor Management: Conduct onsite visits with contractors and vendors to oversee maintenance and project completion.
• Logistics: Perform weekly visits to the Los Angeles office/properties and handle specialized errands as needed.

3. Financial & Office Systems

• Accounting: Manage light bookkeeping and expense tracking using QuickBooks. Monthly Bank reconciliations and interfacing with company’s accounting firm.
• Organization: Develop, implement, and maintain secure digital and physical filing systems.
• Tech Management: Utilize Microsoft Office and specialized ITP (Information Technology Platform) programs to streamline office workflows.

Qualifications

• Experience: 3–5+ years in office administration, ideally within a Family Office, Law Firm, or Executive Suite.
• Communication: Exceptional written and verbal skills; ability to communicate effectively with high-level stakeholders and vendors alike.
• The "Family Office" Mindset: A high degree of discretion, the ability to "think on your feet," and a "no task too small" attitude.
• Tech Savvy: Proficient in QuickBooks, MS Office (Excel/Word/Outlook), and various cloud-based management tools.
• Mobility: Must have a reliable vehicle for weekly travel to Los Angeles and local site visits (mileage reimbursement provided).