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Full-Time Controller/Office Manager at Family Office: $140K+ and Benefits

Columbus Circle • New York, NY Full Time

Family Office located in Columbus Circle of New York City is seeking a Full-Time Controller / Office Manager. The schedule is on Monday – Friday at 9:00am – 5:00/6:00pm with some flexibility required. This person will be responsible for a variety of personal matters and provide personal oversight of financial and accounting services (not investment guidance) to the family. This is a “hands on” role in which the Family Office Controller / Office Manager must be able to execute the duties described below, work collaboratively with internal staff (e.g., Partner, Senior Associate, Counsel, Accountant, etc.) and assist in personal matters. This position will report to the family and work closely with other employees including but not limited to Philanthropy, Legal, Tax and Treasury. This position requires someone who is highly organized, has excellent project management skills, strong financial acumen, eloquent communication skills (both written and verbal), and previous similar experience. Local candidates are most ideal, but family will consider relocation for the right candidate. Start date is flexible for the right candidate.

RESPONSIBILITIES:

• Resolve any family inquires, issues, and special requests quickly and accurately

• Check invoices, process invoices and direct the accounting and reporting for all personal transactions to Accountant

• Maintain records and accounting for residences, properties, art collections, vehicles, and other personal assets

• Closely review all expenses, including personal, taxes, insurance, medical, education, and mortgage payments

• Review and approve monthly, quarterly, and annual personal financial statements and variance reports

• Manage and review all bank account and credit card activity for family members

• Coordinate funding requests from family members

• Review check writing activity at residences plus related approvals

• Conduct and/or review daily, weekly, monthly, quarterly, and annual bank reconciliations

• Oversee accounting and financial affairs of domestic staff at personal residences

• Review intercompany billing and account reconciliation

• Analyze, track, and report on portfolio of investments in stocks and other minority investments in private companies

• Regularly communicate with investment funds for various information

• Coordinate funding of capital calls for investments

• Develop and implement controls, policies, and procedures for the Family Office

• Provide on-going fiduciary guidance to the owners’ trustees

• Provide financial, planning and analysis services in connection with family trust transactions

• Manage calendaring requests for internal meetings, external meetings and conference calls

• Plan domestic and international travel for family including the arrangement of flights, hotels, car service, etc.

• Field phone calls, answer emails and create correspondence

• Plan meetings both on and offsite, as well as special events

• Providing notes and meeting reminders

• Prepare expense reports

• Assist in managing the office including: grabbing water/newspaper/etc., ordering supplies, interfacing with vendors, ensure everything is in working order, greeting guests, etc.

QUALIFICATIONS:

• Highly organized, detail oriented, proactive, excellent time management, efficient and service focused

• Attentive to family’s preferences and style (intuitive to their needs)

• Ability to maintain discretion (confidentiality agreement is required)

• Ability to be discreet with respect for family’s privacy

• Professional presentation of self and great personality

• Ability to develop and maintain solid working relationships with professional and personal contacts

• Ability to easily take direction

• Strong ability to communicate and collaborate efficiently with family and family office staff

• Strong technology skills and experienced working with Macintosh, Microsoft and Family Office software (e.g., Advent)

• Seeking longevity/long term commitment (e.g., at least 2-5+ years)

• Positive attitude and ability to handle responsibilities with ease and calm demeanor

REQUIREMENTS:

• Bachelor’s degree

• CPA

• MBA is ideal, but not required

• At least 5+ years of experience working at a high level in a Family Office (Controller experience at Family Office is most ideal)

• Highly proficient in all Microsoft Office software including Word, PowerPoint, Excel and Outlook

• Strong critical thinking skills including the proven ability to take independent action

• Ability to handle varied and multiple administrative assignments with excellent judgment, precision and diplomacy

• Strong verbal and written communication skills and a high attention to detail

• Deadline oriented with the ability to handle multiple priorities

• A high level of respect and discretion for confidential information

• Ability to complete extensive background checks, credit checks, drug tests, etc.

COMPENSATION:

• $140K+ gross salary (based on experience and qualifications)

• Health insurance

• 401K plan

• Paid vacation days

• Paid government holidays

• Discretionary annual bonus and raise (performance evaluation required)

 

Please read the job description carefully and kindly apply with your cover letter, resume, references (email address and phone number), letter(s) of recommendation and professional photo if you feel that you meet ALL of the requirements. Submit through our website at www.strollersandstilettos.com/job-opportunities. We look forward to hearing from you!

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Position: Full-Time Controller/Office Manager at Family Office: $140K+ and Benefits

Location: Columbus Circle • New York, NY




Attachments

We require cover letter, resume, references (email addresses, phone numbers required) and letter(s) of recommendation attachments in order to be considered for a position.