Administrative Office Assistant (Full-Time)

Administrative Office Assistant 

LOCATION: Arden Hills, MN – Primary work location; the Client’s family office

LOCAL CANDIDATES ONLY. Applicants must currently reside within reasonable commuting distance of Arden Hills, Minnesota.

REPORTS TO:  Chief of Staff

Key Objectives

• Serve as a trusted, positive, and productive member of the client’s Family Office team. Work collaboratively with Client’s CFO, Chief of staff, and other personal service vendors, to meet the Client’s needs.
• Act always in the best Interest of the Client.
• Keep the Client fully apprised of property, staff, and project status in addition to highlighting requested decisions/input and issues of note.

Job Description Summary

The Office Assistant’s (OA) number one responsibility is to assist with projects at the client’s family office. The OA will communicate on behalf of and represent the family office in daily interactions including personal appointments and professional meetings. The OP will work in cooperation with the chief of staff, accountant, and other family office staff to execute tasks related to the successful management of the family office and any office tasks.

Major Duties

• Working on-site in our office in Arden Hills, MN for about 20 hours per week
• Managing the office to ensure orderliness, fully stocked supplies, etc.
• Prioritization of tasks to meet daily deadlines in support of team members
• Communicate with vendors and family office staff to schedule meetings and appointments.
• Maintaining and organizing both physical and digital record-keeping systems to ensure data security and quick retrieval.
• Liaise with family office staff
• Attend meetings and appointments as needed
• Take notes during discussions for Client records
• Relay decisions and relevant action items to the appropriate parties.
• Establish and maintain vendor relationships and business accounts
• Maintain personal, volunteer and business files and contact database for Client
• Assist in gift-giving, special deliveries and other personal errands
• Special Projects:
  • Source competent vendors and specialists relevant to projects
  • Tasks could include but are not limited to:
    • Transportation and proper storage of antiques, collectibles and auction items
    • Antique and Art Restoration
    • Procurement of specific or custom items per Client’s request

EXPERIENCE AND TECHNICAL KNOWLEDGE REQUIRED

• 1-3 years of experience in a similar position requiring administrative and service responsibilities
• Experience with Outlook and other Microsoft tools
• Post high-school educational experience preferred
• Excellent communication skills, both verbal and written
• Service oriented in all interactions, possess an innate desire to help in any manner possible
• Professional and outgoing personality, friendly and cooperative
• Experience in a job where you needed to:
  • Assess situations and use sound judgment to swiftly determine course of action
  • Be Self-motivated with a sense of urgency around action and follow-up
  • Work both independently and collaboratively
  • Prioritize tasks effectively
• A successful Office Assistant enjoys having a wide array of responsibilities, thrives in a rapidly changing environment and understands the importance of order and organization. A person who will be successful in this role understands there is no "typical" day and is energized by that fact