Executive Administrator

HHM Talent • Chattanooga, TN

3d • Onsite

About The Position

HHM Talent is assisting a client with hiring a Family Office Executive Administrator in downtown Chattanooga, Tennessee. This on-site role oversees the day-to-day administrative and operational functions of a private family office and provides comprehensive support to the CEO, principals, and their family. The administrator serves as a trusted partner, helping ensure personal and business obligations are managed accurately and professionally while handling confidential financial and personal information with discretion.

The position covers office administration and operations, financial coordination and expense management, property and household coordination, and personal and family support. Work hours are 8:00 a.m. to 5:00 p.m. Eastern Time. Candidates must be willing to commute to the downtown Chattanooga office.

Requirements

• Associate's degree required.
• At least 5 years of experience in an administrative assistant, executive assistant, or similar administrative support role.
• Exceptional organizational and time-management skills, with strong attention to detail.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Strong written and verbal communication skills and professionalism when interacting with people from diverse cultural, professional, and socioeconomic backgrounds.
• Strong technology skills and ability to quickly learn new systems and software.
• Ability to work independently, prioritize competing tasks, and meet deadlines with minimal supervision.
• Willingness to commute to the on-site downtown Chattanooga location.

Nice To Haves

• Bachelor's degree preferred.
• QuickBooks experience preferred.

Responsibilities

• Oversee daily office operations, including phone calls, mail and deliveries, scheduling, document management, recordkeeping, and general administrative support.
• Manage calendars, appointments, meetings, travel arrangements, and other personal or professional commitments.
• Maintain organized filing systems for financial, legal, insurance, and personal records.
• Track deadlines, renewals, payments, appointments, and other time-sensitive obligations.
• Supervise maintenance of office areas and equipment.
• Coordinate communications among family members, advisors, attorneys, accountants, financial institutions, and other service providers.
• Coordinate bill payments, recurring expenses, invoices, reimbursements, and other financial administrative tasks.
• Maintain accurate expense records, cash flow documentation, and financial reporting.
• Monitor payment schedules and ensure expenses are processed accurately and on time.
• Track expenses associated with household operations, properties, insurance policies, and other family assets.
• Prepare monthly bank reconciliations for various accounts.
• Maintain strict confidentiality when handling banking information, financial statements, and sensitive records.
• Schedule family use and accommodations at jointly owned family properties.
• Communicate with property managers, contractors, maintenance personnel, and other service providers.
• Provide administrative assistance with personal matters, family scheduling, travel, appointments, and special projects.
• Schedule air travel and compile monthly flight reports.
• Coordinate personal purchases, reservations, service appointments, and other requests as needed.
• Handle sensitive family matters with professionalism, sound judgment, and discretion.

Benefits

• Medical insurance
• Pension plan

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree