Administrative Assistant II - Family Office

In-N-Out Burger•Franklin, TN

18h•$26 - $30•Onsite

About The Position

The In-N-Out Burger Family Office Department has an excellent opportunity for a full-time Administrative Assistant II based in Franklin, TN. This position will report to the Senior Director of Family Office and will be responsible for supporting the administrative needs of the Family Office department, including direct support of the department Senior Director. This position is full-time, in-office only.

Requirements

3-5 years’ minimum experience in an administrative role, preferably within a family office, wealth management, private equity, financial services, or executive support environment
Excellent written and verbal communication skills; ability to interact professionally with all levels of management
Proven ability to manage multiple calendars
Experience with coordinating and booking travel
Exceptional attention to detail with a demonstrated ability to maintain accurate records, manage documentation, and handle data with a high degree of precision
Strong problem-solving skills and a "no task is too small" mindset, with the ability to support both routine administrative functions and special projects
Demonstrated ability to handle sensitive and confidential information with discretion, integrity, and professionalism
Strong organizational and time-management skills with the ability to effectively prioritize multiple responsibilities and meet deadlines in a fast-paced environment
Ability to work independently while contributing positively to a collaborative team environment
Capacity to manage competing priorities while keeping sight of big-picture objective
Resourceful, proactive, and adaptable with a willingness to assist across a variety of functions and take on tasks outside of core responsibilities as business needs evolve
Strong customer service orientation and commitment to delivering exceptional support to internal and external stakeholders

Nice To Haves

Bachelor's degree, preferred
Experience with expense management, such as Concur or QuickBooks, preferred
General knowledge of or interest in finance, accounting, or investments, preferred
Experience working with and supporting high net worth individuals is a plus

Responsibilities

Responsible for administrative tasks and projects for the Family Office department, such as scheduling meetings, answering phones, handling requests, and managing correspondence
Coordinate and book travel for the team, such as reserving flights, hotels, and car rentals
Manage expenses and receipts for team, using travel and expense management software (i.e. Concur)
Maintain confidential files, records, and sensitive information with a high degree of discretion
Coordinate communications and document requests with outside professionals, including attorneys, tax advisors, bankers, insurance brokers, and investment managers
Coordinate daily tasks with the team to optimize workflow
Help manage department calendars, plan meetings, and execute the day-to-day administration
Help with project management, such as creating and updating workflows, preparing and providing documentation to internal teams, and tracking information
Assist with preparing, organizing, and distributing materials for meetings, including PowerPoint presentations and booklets for C-level and Executive meetings
Coordinate department special events (i.e. lunches, parties, team outings)
Develop strong working relationships throughout the company, and with outside organizations and vendors, as an extension of the Family Office team
Be part of a team-oriented department and assist in other areas as needed