Remote Family Office Personal Assistant

Remote Family Office Personal Assistant With Bookkeeping Duties

A HNWI is looking for a part-time PA to assist with bookkeeping duties, bill pay, expenses reconciliation and tracking, file organization and archiving. The role also requires some more typical PA duties such as email correspondence and calendar management.

The principal is based in LA, CA, but this position can be remote as long as hours are met. Ideal candidates will likely be based further West but this is not a requirement.

This position will require travel, to begin with a short period in LA with the principal learning the ropes and organizing the physical office. Following this, ideally at least one trip to each property to meet the on the ground staff – no specific timeline on this.

Successful candidates will be professional, tech savvy/ competent, autonomous, self starting, reliable, bright, with high attention to detail. Significant experience in this field is not required, but someone with some financial literacy, knowledge of LLCs, and competency with Excel.

Location: Anywhere in the US, the principal is in LA, CA

Hours: Part-time, Tuesday, Wednesday & Thursday; 24 hours a week, approx. 8am – 4pm PT, but flexibility is preferred

Salary: DOE and location, range from $30-50 per hour

Benefits: Negotiable. Currently some PTO and federal holidays

The Properties: 11 properties; CA, 6 homes; Nantucket; HI; Park City, UT; McCall, ID; NY

The Staff: Property managers in each jurisdiction

Duties

• Managing and updating suppliers and emergency contact lists
• Reconciling all credit card payments as needed
• Managing your own home office
• Providing accountants with required documents needed for annual filings
• Inventorying and maintaining inventories of fine art, jewellery, cars, and other assets and valuables as needed
• Emailing on behalf of the principal if requested
• Overseeing and documenting budgets for property projects
• Recording all expenses – preparing expense reports and managing and filing all the receipts. Ensuring said expenses are filed through the correct LLCs or trusts.
• Paying approved bills
• Remote work from home, but phone/ zoom meetings as required, all other correspondence to be performed over email
• Collecting insurance reimbursement forms from the healthcare providers and submitting - tracking all paperwork until completion
• Maintaining efficient electronic filing of correspondence and documentation, archiving as needed
• Efficient calendar planning week to week for the properties e.g. staff holidays, contractors visits etc. working with the property managers