Administrative/Accounting

PA/Administrative Office Assistant/Bookkeeper - Hybrid 2 days in office in Garden City, NY and 3 days working from home

Position Summary: Family Office PA/Administrative/Bookkeeper

The role will support the needs of one family member. Primary duties include paying, tracking hours and time off for household staff, responsible for budget to actual expenditures for capital improvement projects, and maintaining relationships with family vendors, service providers, and employees.

Bill Payment & Expense Management (Approx. 40 bills/week:

o Review, verify, and process household, personal, and vendor invoices for payment in accounting software.

o Maintain a bill payment schedule to ensure on-time payments.

o Coordinate with accountants to ensure accurate categorization and reporting.

o Monitor bank accounts and credit cards for discrepancies or unauthorized charges.

Employee Time & Vacation Tracking:

o Monitor and log work hours and paid time off for household employees (8-10 employees)

o Maintain and review employment agreements for accuracy

o Communicate with household staff to ensure accurate records and understand HR matters.

o Coordinate with payroll service or bookkeeper as needed.

Capital Project Budgeting & Tracking:

o Assist in creating and maintaining budgets for capital improvement projects.

o Track expenses against budget and provide updates to the family office.

o Work with vendors and contractors to collect and organize invoices and contracts.

o Vendor & Employee Relationship Management:

o Develop relationships with vendors, service providers, and household employees.

o Maintain a contact directory and service schedule for household-related services.

o Serve as a point of contact for vendor coordination, especially for the secondary property.

Property Oversight (Monthly Travel Required):

o Travel to the family’s secondary property located in Upstate NY (2 to 2 ½ hours away) once per quarter.

o Conduct walkthroughs, meet staff onsite, and vendors if needed.

o Manage and renew homeowners, auto, umbrella, and other personal insurance policies.

Oversight of Charitable Activities

o Maintain detailed records of all charitable donations, including amounts, recipients, and supporting documentation for tax and reporting purposes.

o Schedule Payments: Coordinate the timing of recurring or one-time donations to ensure they align with annual giving strategies and cash flow plans.

o Research & Due Diligence: Identify and evaluate charitable organizations to ensure alignment with family values and verify tax-exempt status and credibility (e.g., 501(c)(3) verification).

o Grant Management: Assist in preparing and processing grants or donor-advised fund requests, and tracking follow-up reports from grantees if required.

o Event & Engagement Coordination: Support family participation in philanthropic events, including scheduling, RSVP coordination, and follow-up.

o Communication: Serve as a point of contact for nonprofit organizations, maintaining professional relationships and correspondence on behalf of the family.

o Reporting: Prepare summaries of annual giving and impact reports for family review and tax advisors.

o Compliance: Ensure charitable activities and documentation comply with IRS guidelines and family office policies.

Knowledge, Abilities and Experience Required

o Hours are 8am to 6pm

o 5+ years Prior experience in bookkeeping, household management, project tracking, and/or administrative support preferred.

o Proficiency with Excel, accounting or bill payment software and digital filing systems.

o Excellent organizational and time management skills.

o Strong communication skills and a professional, discreet demeanor

o Ability to manage sensitive information with discretion.

o Able to work independently and manage multiple priorities.

o Reliable transportation for monthly travel to secondary property.

o Salary starting at 100K based on Experience

o Bonus eligible