Private Family Office in Syosset, NY Seeking an Administrative Assistant
Position: Administrative Assistant
Location: Syosset, NY (Long Island)
Schedule: Full-Time, On-Site (with potential for 1 remote day per week after training)
Travel: Occasional (1–2 days per month) to NYC office
Salary: $85,000–$100,000 (based on experience)
Benefits: Health Insurance, 401(k), Discretionary Bonus
Position Overview
A private family office based in Syosset, NY is seeking a highly organized, detail-oriented Administrative Assistant to provide comprehensive administrative and concierge-level support to high-net-worth individuals, including the CFO and family members.
This is an admin-heavy role requiring exceptional discretion, analytical skills, and the ability to manage financial documentation, reporting, and personal administrative matters with precision and confidentiality.
Key Responsibilities
Administrative & Concierge Support
- Provide high-level administrative and concierge services to principals and management staff
- Make phone calls and handle correspondence on behalf of management and family members
- Maintain ongoing schedules related to art purchases, insurance policies, charitable contributions, and ad hoc financial reports
Financial & Billing Support
- Code American Express statements and manage bill pay for individual family members
- Dispute credit card transactions, obtain refunds, and review pricing discrepancies
- Process bill payments via online bill pay platforms and credit cards
- Submit medical insurance claims and manage reimbursement follow-ups
Documentation & Reporting
- Track FedEx packages (incoming/outgoing) across multiple countries
- Maintain internal documentation and data retention procedures
- Organize and file online banking statements
- Retrieve monthly and quarterly financial information from investor intranet sites
- Assist in creating and maintaining a comprehensive family office handbook, including legal, accounting, and personal entity information
Ideal Candidate
- Highly detail-oriented with exceptional organizational skills
- Proficient in Microsoft Excel, Word, and Office Suite (QuickBooks knowledge a plus)
- Strong analytical and problem-solving abilities
- Excellent written and verbal communication skills
- Demonstrates sound judgment and strict confidentiality
- Self-motivated with a strong work ethic
- Team player with the ability to work independently
- Positive, “no-task-too-small” attitude
- Professional, personable, and highly competent
Work Environment
- Full-time, on-site in Syosset office
- Occasional 1–2 days per month at NYC office
- Potential for one remote day per week after successful onboarding and training
This is an excellent opportunity for a polished administrative professional who thrives in a structured, fast-paced family office environment and takes pride in precision, discretion, and high-level support.