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Personal Admin Assistant

Westmont , IL
Full-Time
Salary Range : $0

The Company
CSC Family Partners is a private family office that serves the financial and personal needs of a single multigenerational family on a confidential basis. We are a 16-person team that supports the individual and
common interests of the family as they pursue their charitable, financial, and personal endeavors. The right candidate will thrive in our environment, which is service-oriented and highly professional, while informal and friendly. The office culture is dynamic and will provide a diversity of experiences and challenges for the candidate.

The Position
The Personal Administrative Assistant will support the Partners and their Personal Assistants with travel, events, and administrative coordination. The Personal Administrative Assistant reports to the Lead Personal Executive Assistant and Project Manager and will work at the Westmont, IL, location. This position will start with an in-office schedule and after 90 days will transition to a hybrid schedule with 4 days in the office and 1 day remote.

Our office hours are 8:30am-5pm and due to the nature of this position some flexibility with hours may be needed outside normal business hours.

The ideal candidate will be expected to build positive, effective relationships with the team, external contacts, and related stakeholders; they must regularly demonstrate fundamental business acumen and proper business and personal etiquette. This role requires high attention to detail and accuracy, excellent organizational skills, and the ability to work on a variety of tasks. The candidate should have exceptional interpersonal and communication skills and use complete discretion regarding the interests of the Partners and office personnel
and adhere to total confidentiality.

Responsibilities shall include, but are not limited to:
• Travel and events management
o Arrange travel and meetings by developing itineraries and agendas; schedule private and/or commercial flights; book ground transportation; arrange lodging and meeting accommodations; make reservations for dining and/or outings; think through all details of a trip and include on itinerary
o Research potential trips and related activities; organize information obtained and present options to Personal Assistants
o Communicate with external travel and entertainment resources and/or business partners
o Ensure timely and accurate invoices and payments
o Monitor cancellation dates and ensure proper refunds, as applicable
o Coordinate and manage grocery list for Partners during travel
o Assemble photo books to memorialize trips and events
o Coordinate with the Partners and collaborate with the Personal Assistants on significant events where the Partners are involved, including responses, details of the event, and arrangements before, during, and after the event
o Arrange Partner transportation to and from the event
o Organize materials needed for the event, including procuring raffle donations and displays
o Assist with preparation and execution of special family events, including milestone birthdays, holidays, and various community events

• Administrative support
o Collaborate with other Personal Assistants on schedule and calendar appointments, anticipate needs, and serve as a positive ambassador
o Serve as the primary back-up to Personal Assistants when they are out of the office
o Prioritize competing projects and handle matters expeditiously and proactively
o Complete expense reports and credit card categorizations
o Compose and prepare confidential correspondence
o Solicit agendas, create itineraries, make reservations, and print and assemble materials for professional and personal meetings
o Assist with holiday letters, cards, and purchases

• Property management support
o Arrange and book guest stays at Partner properties; schedule cleaning services; provide weekly updates to various parties regarding guest stays; and maintain property use guidelines and communicate them to guests
o Collaborate with Personal Assistants and home-based teams to ensure effective communication between homes and office

Qualifications and characteristics
• Bachelor’s degree or equivalent preferred
• 5+ years’ experience as an administrative professional with Family Office or Financial Industry experience preferred
• Computer savvy with advanced skills in Microsoft Office (Word, Excel, PowerPoint, and Outlook), understanding and comfortable using Trello and Zoom, and knowledgeable of PC operating systems – Mac operating system knowledge is a plus.
• Positive attitude, persistent follow-up skills, and professional demeanor
• Strong work ethic and highly responsive, with exceptional attention to detail
• Ability to process multiple sources of information and coordinate into one summary
• Strong communication and presentation skills with an ability to prioritize activities with multiple managers
• Highest level of integrity and confidentiality in all matters
• Background and reference checks required with an employment offer
• As this employee will be asked to handle finances and credit as part of this job, each qualified candidate will be asked to authorize a credit review, in accordance with the Fair Credit Reporting Act (FCRA). The results of this review, which will be conducted at the employer’s expense, will have a bearing in the final selection process.

Compensation and Benefits
The successful candidate will receive competitive compensation commensurate with experience. The company offers a comprehensive benefits package including medical/dental insurance, paid-time-off,
and 401(k).

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