Administrative Assistant

Private Family Office in Syosset NY Seeking an Administrative Assistant

Position: Administrative Assistant
Location: Syosset NY (Long Island)
Schedule: Full-Time On-Site (with potential for 1 remote day per week after training)
Travel: Occasional (12 days per month) to NYC office
Salary: $85000$100000 (based on experience)
Benefits: Health Insurance 401(k) Discretionary Bonus

Position Overview

A private family office based in Syosset NY is seeking a highly organized detail-oriented Administrative Assistant to provide comprehensive administrative and concierge-level support to high-net-worth individuals including the CFO and family members.

This is an admin-heavy role requiring exceptional discretion analytical skills and the ability to manage financial documentation reporting and personal administrative matters with precision and confidentiality.

Key Responsibilities

Administrative & Concierge Support

• Provide high-level administrative and concierge services to principals and management staff
• Make phone calls and handle correspondence on behalf of management and family members
• Maintain ongoing schedules related to art purchases insurance policies charitable contributions and ad hoc financial reports

Financial & Billing Support

• Code American Express statements and manage bill pay for individual family members
• Dispute credit card transactions obtain refunds and review pricing discrepancies
• Process bill payments via online bill pay platforms and credit cards
• Submit medical insurance claims and manage reimbursement follow-ups

Documentation & Reporting

• Track FedEx packages (incoming/outgoing) across multiple countries
• Maintain internal documentation and data retention procedures
• Organize and file online banking statements
• Retrieve monthly and quarterly financial information from investor intranet sites
• Assist in creating and maintaining a comprehensive family office handbook including legal accounting and personal entity information

Ideal Candidate

• Highly detail-oriented with exceptional organizational skills
• Proficient in Microsoft Excel Word and Office Suite (QuickBooks knowledge a plus)
• Strong analytical and problem-solving abilities
• Excellent written and verbal communication skills
• Demonstrates sound judgment and strict confidentiality
• Self-motivated with a strong work ethic
• Team player with the ability to work independently
• Positive no-task-too-small attitude
• Professional personable and highly competent

Work Environment

• Full-time on-site in Syosset office
• Occasional 12 days per month at NYC office
• Potential for one remote day per week after successful onboarding and training

This is an excellent opportunity for a polished administrative professional who thrives in a structured fast-paced family office environment and takes pride in precision discretion and high-level support.