family office executive assistant

Job Vacancy: Family Office Executive Assistant

Position: Family Office Executive Assistant

Client Details:

We have an exciting career opportunity as a Family Office Executive Assistant in Dubai. Our client is a single-family office specializing in private wealth management, financial services, lifestyle management, and succession planning, with its head office in Dubai, UAE. Their activities span worldwide.

What We Offer:

Tax-free all-inclusive salary.
Direct and full-time employment with our client for an initial period of 2 years.
Supportive employer committed to your growth and development through on-the-job learning, courses, and experiences.
Equipped with essential tools, including a phone with unlimited international minutes, laptop, and office parking spot.
Annual airfare ticket.
30 calendar days of leave for each full year of work.
End-of-service benefits as per UAE Labor Law.

Job Description:

As a Family Office Executive Assistant, you will play a pivotal role in overseeing the overall operations at the family office and providing comprehensive support to the family in both their work and personal lives. Your role will require independence, strong communication, and organizational skills, as well as the ability to build relationships quickly. You should also be comfortable working autonomously for extended periods.

Your tasks and responsibilities will fall under four main areas:

Investment management.
Private wealth.
Lifestyle management.
Succession planning.

Main Responsibilities:

Serve as the primary point of contact for global service providers.
Liaise with accountants, real estate brokers, service providers, and stakeholders affecting family-directed strategies and initiatives.
Organize quarterly performance presentations by all portfolio managers.
Ensure timely bill payments with clear accountability.
Create family council meeting materials and minutes of family council activities.
Provide quarterly/annual reports on revenues and expenditures.
Coordinate with legal advisors to seek advice, amend legal documents as directed, and maintain an updated archive of legal documents pertaining to family governance and managed assets.
Plan meetings with family members and stakeholders as needed, informing members of meeting agendas.
Coordinate with accountants to receive financial statements (P&L, balance sheet, and cash flow statement) and tax returns.
Liaise with relationship managers to set up performance review meetings and ensure timely documentation support to the institutions.
Ensure letters of engagement are updated for global service providers and advise on any challenges.
Provide direct support for various needs, including daily administration, calendar management, travel schedules, healthcare, project coordination, and delivering presentations.
Offer administrative support on visas, passports, and other legal documents, ensuring timely renewals and keeping family members updated on progress.
Manage real estate refurbishment projects by capturing timelines and strategies and delivering progress updates.
Coordinate negotiations of contracts and leases with tenants.
Collect market value information provided by real estate brokers and report it.
Oversee the day-to-day performance of the real estate portfolio.
Maintain real estate leases, ensuring renewal dates are tracked and executed as per guidance.
Develop and implement preventative maintenance policies and procedures to keep properties and facilities in good working order.
Administer work order requests, set standards for response, and dispatch maintenance staff or service contractors as needed. Communicate with tenants on the status of repairs.
Coordinate the collection and deposit of tenant payments in conjunction with accounting, track operating expenses, and coordinate payment of real estate taxes and other property-related expenses.
Maintain knowledge of all regulatory and safety requirements.
Act as the point of contact for all tenants globally.
Coordinate insurance for all assets and legal documentation.

Skills & Competencies:

Exceptional English verbal and written communication skills.
Clear ability to interact with diverse internal and external stakeholders.
Strong reading comprehension and presentation skills.
Proactive, self-motivated, and driven personality.
Strong record of integrity.
Attention to detail.
Strong relationship-building and problem-solving skills.
Organized and efficient, with the ability to multitask, prioritize workflow, and manage multiple projects.
Computer literate, with excellent knowledge of MS Word, Excel, Outlook, and PowerPoint.
Natural interest and curiosity in private wealth management and financial services.

Education & Qualifications:

Bachelor's degree in Business Administration, CPA, or similar.
A minimum of 3 years of similar work experience in C-level management.
Currently residing in the UAE, with a valid driving license and a car.

If you meet the qualifications and have experience in C-level management and family office support, we strongly encourage you to apply for the role of Family Office Executive Assistant. Join our team and become an essential part of our family office, dedicated to supporting private wealth management and financial services.

To apply, please submit your resume and any relevant certifications or documentation. We look forward to reviewing your application.