A company headquartered in Geneva, opened its new office in Beirut, Downtown is hiring a Family Office Administrator:
Responsibilities:
Schedule Management
• Maintain principal’s business calendars, appointments, and travel arrangements even on weekends in case of emergencies.
• Reminding FO principals of important tasks and deadlines
• Assist in Board Meetings and committees’ schedules, correspondences, and material
• Diary management and responsible for Scheduling various activities and follow-up with FO principals on certain tasks
• Ensuring there are no scheduling conflicts
Administration & Office Management
• Proactively manages the daily priorities for FO, daily/weekly preparing and submitting a Priorities List for the FO principals for approval, updating its progress and assuring its completion and leading daily priorities meetings with staff.
• Provide support and liaison with the affiliated corporate offices, service suppliers, banks, and other entities and persons to ensure exceptional and consistent standards are executed and maintained at the highest-level.
• Overseeing day to day operations of the FO and ensuring everything is in order
• Provide full and proactive executive secretarial, administrative, and office support for the FO including business correspondence both written and verbal
• Managing all elements of the FO Business and Private affairs and records
• Maintaining and following up FO accounting records and managing account expenses and budget
• Reviewing and securing budget approvals for office, properties bills and administrative duties
• Responsible for budget preparation, monitoring, and management of financial reporting in addition to managing petty cash, payroll and credit card receipts
• Filling KYC/CRS and any compliance forms and reviews for FO and its members and other required documents.
• Preparing and filling all information for legal documents and any other governmental or legal authorities and requirements
• Preparing wires, investment and other types of account opening paperwork, including subscription documents, for various investments, bank accounts, services, etc.
• Responsible for bookkeeping and sending all receipts, expenses and invoices on monthly basis to the Finance/Accounting (third party)
• Managing and monitoring FO Cash flow Budget and assist in accounts payable efforts.
• Responsible for completing payments and controls expenses by receiving, processing, verifying and reconciling invoices, expenses report and other payment related documents
• Scheduling and preparing checks
• Insuring Credit is received for outstanding memos
• Managing service providers and vendor relationships and inquiries
• Negotiating leases and purchasing agreements
• Responsible for inputting and maintaining contacts database
• Coordinate and execute events and meetings
• Supervise other staff and outside providers as directed
• Fully present to welcome and assist guests and preparing conference room for meetings
• Making sure everything is in place for the office to function smoothly
• Overseeing IT and internet service and security information technology
• Act as Administrator of technology systems (phone, IT, etc.)
• Performing general office duties, including printing, assembling and binding meetings books, preparation of letters along with mailing and shipping envelopes, scanning, and other miscellaneous tasks
• Maintaining office and kitchen supply inventory and a clean office and work space
• Ad-hoc duties
Family Personal Members and Staff
• Support and manage the administrative details with family properties and personal assets (i.e. family vehicles, homes, real estate, medical information, insurance, child care, and collectibles etc.) and service providers as directed by the five family members (shareholders)
• Providing executive secretarial and administrative support to FO shareholders families
• Assist with all private matters including but not limited to private family matters, event organization, coordination, management and lifestyle management
• Managing and oversight of records including family documentation
• Arranging legal requirements and travel documents for FO shareholders, their families, and household staff
• Act as a liaison to the family with personal affairs as requested such as events, travel, insurance, and various documents between the family and the family office
• Providing family household staff payroll, accounting, and bill payment services as needed
• Oversight of family members personal finances including periodic planning & reporting, budgeting, periodic financial statements & reporting, bank reconciliations, etc.- later phase
• Responsible for budget preparation, monitoring, and management of FO shareholders household financial reporting in addition to managing petty cash, payroll and credit card receipts- later phase
• Maintaining all records for all assets and properties of FO shareholders in different locations and countries and follow up all related requirements and support expenses
• Liaising with Estate Manager and household staff in properties around the world
• Manage philanthropic commitments on behalf of the FO shareholders
Business Process
• Support public market, private equity, real estate, and venture investment processes by performing requested tasks including but not limited to: Collecting investment documentation, support preparation of investment opportunity presentations, support in reviewing and completing investment agreements, and coordinate approval process for investment decisions and funding
• Act and work towards assisting the two principals of the FO with the following:
– Implementing the best practices in reporting, internal controls, and corporate governance
– Completing some Corporate Governance reporting and ensuring that the FO and investments are being run properly and complying with IPS (investment policy statement).
– Implementing the most efficient finance, tax, and legal structure of the FO
– Assisting in creating procedures and structures in order to financially manage the assets as well as successfully working with the heads of the individual businesses internationally
– Implementing a process to manage approval workflow (expenses, investment decisions, etc.)
– Monitor the financial and operating performance of existing investments and develop efficient investment process and procedure
– Tasking an oversight, strategic, and management responsibility for the portfolio of operating businesses and guide the future investments direction and strategy for the FO
– Manage and oversee all financial and structural elements of a complex business portfolio with a range of assets
– Strategic and operational management of investment portfolio cash flow midterm and long-term budgeting
– Administer investment entities: Annual compliance, reporting, insurance records, etc.
– Auditing financial records and performing due diligence on current and prospective investments
– Negotiating corporate contracts with external partners
Communication Liaison
• Drive intra-office communication protocols while implementing and streamlining administrative procedures
• Manage the flow of information to members of the executive leadership team
• Streamline communications between office and third parties
• Manage incoming communications from investment managers
• Interfacing with high profile professionals
• Manage wide range of tasks including the reception desk, in or outgoing calls, handling postal and e-mail correspondence
• Screen phone calls
• Sorting and organizing incoming electronic and postal mail
• Manages e-mail, taking responsibility to ensure that appropriate and timely responses are made to all e-mails, drafting responses and/or responding on behalf of the Head of the Family and the two Principals and alerting them to important e-mails when they arrive
• Summarize reports and memos that are received
• Take notes as requested for meetings, conference calls, etc., and disseminate to appropriate parties; transcribe and process dictations, create agendas, attend and participate in meetings when requested and prepare minutes of meetings
• Preparing Meeting Books
• Establish relationships with family’s advisors, such as accountants, attorneys, custodians, banks, investment advisors, insurance agents, employee benefits
personnel, and others, and working with them to achieve high level of quality service to family • Assist in managing banking relationships
• Collecting and organizing tax data to complex tax organizers
• Working closely with outside accountants
Information Preparation
• Transcribing dictation, editing, proofreading and other information preparation duties
• Preparing, formatting, and reporting information for internal and external distribution
• Writing letters and memos
• Compiling data and writing reports
• Assist in preparing monthly/quarterly budget reports
• Creating computerized presentations
• Searching for specific news and articles according to executives’ requirements
• Ensure Portfolio reports are up to date and accurate
Records Management
• Maintaining FO records
• Operating a file sharing system
• Setting up and managing both electronic and paper filing systems
• Taking steps to maintain that the FO is in compliance with all applicable record-keeping requirements
Data Analysis
• Using a combination of computer and critical thinking skills for data analysis
• Ensuring that the FO is meeting its overall financial goals
• Carefully analyzing financial data and creating reports that identify the area of concern which the executive may need to focus on
• Preparing and reviewing monthly, quarterly and annually Excel Financial Statements and other analysis for FO including but not limited to: Net Worth Statements and Graphs, Asset Allocations, Investment Performance Reporting, Investment Implementation, Margin Analysis, Family Directories, Spending and Expenditure Summaries and Graphs, Budgeting, Bank Reconciliations, Cash Flows, Estate and Gift Tax Calculations, Education Funding, and other customized exhibits
Discretion
• Being able to maintain confidentiality and exercise discretion is essential for success, especially when having access to information about compensation plans, upcoming layoffs, internal investigations based on employee complaints, company trade secrets and other confidential information
Requirements:
• Relevant bachelor’s degree is required
• Profession administration certificates are preferable
• 5+ years of experience in office management, administration or assistance at C-level
• Have a sound financial and commercial background
• Experienced in handling highly confidential information
• Strong proficiency with technology including MS-Office applications (Word, Excel, PowerPoint, Outlook), Google Calendar and smartphone applications
• Understand MS Excel formulas and proficient in writing new ones when needed
• Fast Typing Skills (80 wpm)
• Experience in electronic filing systems and able to introduce and run one from scratch
• Superior communication and interpersonal skills both verbal and written, enabling him/her to address correspondents appropriately at all levels of corporate hierarchy
• Listening, Speaking, Reading and Writing for English and Arabic are required, French is preferable
Knowledge, Skills, and Abilities
• Strong organizational and planning skills in a fast-paced environment managing the operations of the entire FO
• Solid understanding of Finance, Business, and Law with knowledge of accounting, data, contract and administrative management practices and procedures
• Comfortable in a dynamic entrepreneurial environment
• Ability to work both independently with little supervision as well as in team environment
• Fluent and comfortable working with third parties such as banking, legal, and tax advisors etc.
• Very motivated and independent thinker
• Desire and ability for continuous growth and professional learning
• Highly service oriented
• Heavy Calendar Management
• Strong ability to multitasking and prioritizing work load effectively
• Problem-solving skills
• Flexible with Office Hours and with Travel
• Proactive in the needs of the family or key FO personnel
• Proficient in office technologies
Benefits: USD 3500 – USD 4500 + NSSF + Medical Insurance.
You’re welcome to connect with the Consultant via Camilia@businesslobby.net or call on +961 81 173 717.
