Family Office Assistant/Office Manager Job Description

When writing a job description for a family office assistant or office manager, It’s important to include as much detail as possible to attract suitable candidates. A good job description will help a candidate understand the duties of the role, company ethos and personal skills and requirements expected, plus any benefits. The overall goal is to encourage family office candidates to feel excited about the opportunity and apply.

Family Office Assistant Job Description Sample

A family office assistant provides administrative and operational support to high-net-worth families, handling tasks like managing appointments, overseeing finances and coordinating travel arrangements. They ensure the smooth running of family and business affairs, assist in estate planning and help in managing the family's philanthropic activities, as well as commercial ventures. Their role necessitates discretion, trustworthiness, and often, understanding of complex financial matters.

Family Office Assistant Duties & Responsibilities

Here are some common key responsibilities included in a family office assistant job description:

• To support the family office operations by providing administrative support to the three family principals as well as to the wider family when necessary.
• To be the primary contact for family members, business associates,and service providers, ensuring smooth communication flow.
•  Preparation of agendas, documentation and minutes/records of meetings as required, handling sensitive information with discretion and a high level of accuracy.
• Assist with maternity, paternity and adoption administration processes.
• To carry out extensive diary management and coordination of meetings and calls, often over several time zones and ever-changing diaries.
• To provide general PA support, including document preparation, basic bookkeeping and managing correspondence.
• To organise business and private travel, including itineraries, arranging visas, travel, accommodation and restaurants, and entertainment as required. This will include private jet and yacht management.
• To track, report and reconcile expenses, handle invoicing, and overseeing personal accounts for the principal.
• To oversee the maintenance and refurbishment of all properties across multiple locations.
• To organise and oversee social events, including restaurant reservations.
• To liaise with the Charities Aid Foundation regarding charitable trusts.
• To liaise with Accountants, Finance and Legal representatives on the principals’ behalf.
• To carry out research for the principals and manage ad-hoc projects as and when required by the family.

• To observe a code of strictest confidentiality at all times.

Family Office Assistant Skills & Requirements

Below is a list of qualifications and personality profile that a family office assistant needs to have or aspire towards:

• Degree standard or equivalent.

• 3-5 years experience in a similar role within a family office or for a UHNW individual.

• Demonstrates a high level of autonomy, initiative and independence.

• Excellent organisational skills that reflect the ability to perform and prioritise multiple tasks seamlessly with strong attention to detail.

• Experience with HR systems.

• Reliable and trustworthy, with a high degree of diplomacy and discretion - with the ability to build relationships at all levels.

• Strong commercial judgement.

• A positive, can-do attitude, adaptable to new challenges.

• Exceptional communication skills for liaising with various stakeholders.

• Competency in expense and financial management.

• Flexible and resilient, able to thrive in a fast-paced, high-pressure environment.

• Proficiency in Windows, including MS Word, PowerPoint and Excel.

• Excellent writing and proofreading skills.

• Highly professional and immaculately presented.

• Proactive problem-solver, comfortable being the go-to person in the office.

• Has the flexibility to work additional/out of hours as necessary to meet the principals’ needs as and when necessary.

Family Office Manager Job Description Sample

A family office manager oversees the comprehensive operations of a family office, ensuring all personal and business affairs of high-net-worth individuals are effectively managed. 

This role involves strategic oversight of office functions, property management, and financial administration, as well as acting as a primary liaison between the principals and external service providers. The family office manager is accountable for creating an organised, efficient, and secure environment, managing high-stakes projects, and supervising administrative staff. 

This position requires extensive experience in operations, an eye for detail, and strong problem-solving skills.

Family Office Manager Duties & Responsibilities

Here are some common key responsibilities included in a family office assistant job description: 

• Develop and implement systems for the smooth functioning of the family office, including establishing policies and ensuring compliance.

• Manage the office budget, track and approve expenses and oversee financial reporting.

• Oversee the maintenance, repairs, and refurbishment of multiple properties, including real estate investments, coordinating with vendors and contractors to ensure standards are met.

• Act as the key contact for vendors and suppliers, negotiating contracts, overseeing quality control and ensuring that service levels meet expectations.

• Supervise junior office staff, provide guidance and training and manage schedules.

• Organise and oversee high-level events, managing logistics, budgets and vendor relations to deliver successful outcomes.

• Ensure secure handling and storage of sensitive documents, contracts and financial records, maintaining confidentiality and discretion.

Family Office Manager Skills & Requirements

Below is a list of qualifications and personality profile that a family office manager needs to have or aspire towards:

• Minimum of 3-5 years in an office or operations management role, ideally within a family office or private setting with UHNW individuals.

• Proficiency in budgeting, expense management, financial reporting and managing large-scale budgets.

• High-level organisation with the ability to manage multiple properties, complex scheduling and diverse tasks with a strategic mindset.

• Experience supervising staff, managing performance and fostering a cohesive and productive office environment.

• Ability to handle sensitive and confidential information.

• Strong communication skills for interacting effectively with family members, staff, vendors and other stakeholders.

• Proactive, resourceful and capable of adapting to evolving needs and challenges within a dynamic office environment.

• Competent in Microsoft Office Suite and familiar with office management or property management software.

Family Office Benefits

Here are some of the benefits family office employees may expect when working with your company: 

• Competitive salary and bonus - explore average salaries here.
• Holiday allowance.
• Private healthcare.
• Life Assurance.
• Mobile phone and laptop.
• Cycle to work scheme.
• Discounted gym membership.
• Options for remote or hybrid working.
• Performance-based bonuses that reward contributions and achievements within the role.
• Access to wellness programmes or resources.

It is always a good idea to add a paragraph at the end about the softer benefits, such as social events, flexible working hours, a fully stocked fridge, and if there are any future opportunities for personal development.