Family Office Specialist

FBT Gibbons LLP•Newport Beach, CA

14h•$35 - $51•Onsite

About The Position

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve. At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions. We are currently seeking a Family Office Specialist to provide high level administrative and operational support to ultra-high-net-worth individuals and affiliated family office entities. This role involves managing a broad range of personal and business matters, including both billable and non-billable responsibilities, in a fast paced, service driven environment. The ideal candidate is a proactive professional who exercises sound judgment, discretion, and professionalism in managing confidential and complex responsibilities, and effectively coordinates day-to-day activities and long-term priorities with a high level of organization and attention to detail. This role is based in the Newport Beach office and requires regular onsite attendance.

Requirements

Bachelor’s degree or equivalent combination of education and relevant experience, with preference for coursework or experience related to legal studies, trusts and estates, or a related field is preferred.
Demonstrated abilities and skills typically gained through at least three years of executive support experience; experience within a law firm, particularly in a trusts and estates or comparable practice, is preferred.
Proficient in Microsoft Office software programs, including Outlook, Word, Excel, PowerPoint, Teams, and OneDrive. Skilled at preparing professional client materials with charts and data using Office applications.
Proficiency in converting and manipulating content across multiple formats, including Excel, Word, PDF, PowerPoint, and multimedia files, to produce documents or presentations.
Ability to perform substantive legal support work under supervision while adhering to defined scope and procedures.
Ability to maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing within the business.
Ability to cooperate, work and communicate effectively and professionally with firm client representatives, firm personnel, and external business contacts at all levels on the telephone, by e-mail as well as in-person.
Ability to manage time well and prioritize when facing a multitude of tasks with varying deadlines; handle matters expeditiously, with attention to detail and accuracy, proactively, and follow through on projects to successful completion, often with deadline pressures.
Ability to work collaboratively in a team-oriented environment while managing both billable and non-billable responsibilities.
Strong grammar, spelling, vocabulary, and language skills are necessary, with a recommended understanding of basic legal and financial terminology.
Ability to learn concepts and processes quickly, while keeping calm in the face of tight turnaround times and keeping operations smooth and efficient.
Ability to exercise independent judgment, including when managing active calendar and resolving calendar conflicts.
Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.

Responsibilities

Perform substantive legal support for trust and estate planning, trust administration, and family office matters under attorney supervision, which include drafting documents, preparing and organizing materials, and providing related legal assistance.
Conduct legal research and summarize findings, as assigned.
Serve as a client facing point of contact to ultra-high net worth individuals and affiliated family office entities, delivering a high touch service experience through professional communication, responsiveness, and attention to detail.
Support client relationship management and related business development activities within the Family Office practice, including confirming client appointments by phone in advance, leaving voicemail messages when necessary, and sending follow-up confirmation emails.
Create and maintain spreadsheets, prepare PowerPoint presentations, draft email correspondence, and proofread documents to ensure accuracy, proper formatting, and completeness of all attachments, exhibits and enclosures.
Assist attorneys with the coordination and preparation of materials for client meetings, including organization of documents and correspondence.
Work cooperatively with attorneys, paralegals, and business professionals across the firm to support client needs and practice objectives.
Monitor incoming communications, including e-mails, Microsoft Teams activity, and phone messages, while exhibiting the utmost responsiveness to others of efficient handling in real time.
Provide sophisticated calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day operations. Effectively communicate upcoming commitments and responsibilities, follow up with reminders as appropriate.
Arrange conference space and amenities for internal and external meetings in firm offices or off-site venues. Help prepare for internal and client meetings by compiling reports, legal data and presentations.
Arrange complex and detailed travel plans, create itineraries and agendas, and stay informed of travel dates, location and availability.
Maintain complex filing system of saved e-mails, documents, files, and contacts to provide support on demand by pulling requested information or data.
Assist in the preparation and submission of time entry and prebills as requested.
Maintain a billable hour expectation of 600 billable hours annually.
Provide overflow or back-up legal support to business professionals and attorneys in the Newport Beach office, as needed.