SWISS ARMY Knife WANTED: Executive Personal Assistant / Family Office Coordinator
About The Position
The Executive Personal Assistant / Family Office Coordinator is an administrative Swiss Army knife supporting executive, personal, bookkeeping, communications, scheduling, and problem-solving needs. The role focuses on taking ownership of tasks, anticipating what needs to happen, following through, and giving the employer time back. The position is based in Manhattan, Kansas, is primarily in-person with some flexibility, and reports to David Gemoll. Compensation is competitive and based on experience. Responsibilities span managing business and personal calendars; coordinating meetings, travel, appointments, events, and family commitments; triaging a high-volume inbox and handling routine correspondence; maintaining bookkeeping records and coordinating financial administration; organizing personal, family, and household matters; supporting business operations; and tracking projects, deadlines, commitments, and follow-ups so important items do not fall through the cracks.
Requirements
- Be extremely organized, detail-oriented, proactive, persistent about follow-up, and able to prioritize without constant direction.
- Be discreet and trustworthy, and be comfortable handling confidential financial and personal information.
- Have excellent written communication and be good with numbers.
- Remain calm when things become messy and solve ordinary problems independently rather than escalating every decision.
- Take ownership by noticing what needs to happen and making sure it happens.
- Communicate candidly, ask questions when something is unclear, accept direct feedback professionally, and be willing to remind, push back, and hold the employer accountable.
- Learn quickly from mistakes, avoid repeating them, and work effectively with a strong personality while having one’s own.
- Be very comfortable with Microsoft Outlook, Microsoft 365, Word, Excel, OneDrive/SharePoint, Teams, accounting software, Adobe Acrobat/PDF documents, and electronic document organization.
- Be comfortable using technology and not intimidated by it.
- Have a bachelor's degree in process or completed.
Nice To Haves
- Experience in a role such as Executive Assistant, Personal Assistant, Office Manager, Bookkeeper, Executive Administrator, Family Office Administrator, Controller/Accounting Assistant, or Operations Coordinator.
- QuickBooks or bookkeeping experience is strongly preferred.
- Experience with AI tools such as Microsoft Copilot or ChatGPT.
Responsibilities
- Manage business and personal calendars; schedule, reschedule, and coordinate meetings and appointments; prevent conflicts; protect important blocks of time; and handle reminders and follow-ups.
- Coordinate travel, reservations, events, family commitments, and appointments, and anticipate upcoming needs.
- Triage a high-volume inbox, identify items requiring the employer’s attention, draft responses in the employer’s voice, handle routine correspondence independently, and track replies and follow-ups.
- Communicate professionally with employees, attorneys, accountants, vendors, customers, family members, and business partners.
- Maintain accurate bookkeeping records; enter and categorize transactions; reconcile bank and credit-card accounts; and manage bills, invoices, receipts, reimbursements, documentation, amounts due, and payment deadlines.
- Maintain clean electronic financial records, coordinate with CPA/accounting professionals, and assist with QuickBooks and financial reporting.
- Coordinate appointments, reservations, purchases, deliveries, contractors, household matters, and other personal and family administration.
- Maintain important personal and family records and help manage insurance, registrations, renewals, subscriptions, and recurring obligations.
- Research products and services and present the best options.
- Prepare documents and correspondence; maintain organized electronic filing systems; create spreadsheets and basic reports; and gather information before meetings.
- Track projects, deadlines, commitments, and open items; coordinate with employees, vendors, professional advisers, and contractors; and follow up after meetings to ensure decisions become action.
- Capture reminders and requests, track information requested by accountants and promises made by others, and surface overdue or unanswered items.
- Take ownership, solve ordinary problems independently, prioritize without constant direction, and close the loop on tasks.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
