family office executive assistant

Job Description

Its a great day for a new career opportunity as Family Office Executive Assistant in Dubai. Our client is a single-family office that specializes in private wealth management, financial services, lifestyle management and succession planning. With their head office in Dubai, UAE, their activities are worldwide.what we offer

• This is an exciting opportunity to assist this Family Office and become a pivotal part of its future.
• First of all you will earn a tax free all-inclusive salary.
• You will have a direct and fulltime employment with our client for 2 years to start with.
• You will have a supporting employer, wanting you to grow and learn on the job and through courses and experience.
• You will be equipped with all tools you need to be the secretarial all-round support they need: phone with unlimited international minutes, laptop and office parking spot.
• Yearly you will have a ticket.
• You receive a total of 30 calendar days leave for every full year of work.
• Lastly, you will receive end of service benefits as per UAE Labor Law.

descriptionIn this role, you will be responsible for the overall operations at the family office and supporting the family with all they need during their work and personal life. You work independently, with top communication & organizational skills you build strong relationships quickly and you are comfortable working alone for periods.ÿYour tasks and responsibilities are within 4 main areas:

• Investment management;
• Private wealth;
• Lifestyle management;
• Succession planning.

main responsibilities:

• Point of contact for global service providers;
• Liaises with accountants, real estate brokers, service providers and stakeholders affecting family-directed strategies and initiatives;
• Organize quarterly performance presentations by all portfolio managers;
• Ensures timely bill payments with clear accountability;
• Creates family council meeting materials and minutes of family council activities;
• Provides quarterly/ annual reports on revenues and expenditures;
• Coordinates with legal advisors to seek advice, amendment of legal documents as directed, maintains an updated archive of legal documents pertaining to family governance and assets managed;
• Plans meetings with members and stakeholders as and when required, informing members of meeting agendas;
• Coordinates with accountants to receive financial statements (P&L, balance sheet and cash flow statement) and tax returns;
• Liaises with relationship managers, setting up performance review meetings, and ensuring timely documentation support to the institutions;
• Ensures letters of engagement are updated for global service providers and advises on any challenges;
• Supports directly as the go-to person for all needs, including daily administration, calendar management, travel schedules, healthcare, project coordination and delivering presentations;
• Provides administrative support on visas, passports, and other legal documents, ensuring renewals are done in a timely manner and family members are up to date on progress;
• Conserves time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communication;
• Coordinates real estate refurbishment projects by capturing timelines and strategies and delivering progress updates;
• Coordinates negotiations of contracts and leases with tenants;
• Collects market value information provided by real estate brokers and reports these;
• Oversees the day-to-day performance of the real estate portfolio;
• Maintains real estate leases, ensuring renewal dates are tracked and executed as per guidance;
• Develops and implements timely preventative maintenance policies and procedures to maintain the properties and facilities in good working order;
• Administers work order requests. Sets standards for response and dispatches maintenance staff and/or service contractors as appropriate. Communicate with tenants on the status of repairs;
• Coordinates the collection and deposit of tenant payments in conjunction with accounting. Tracks operating expenses and coordinates payment of real estate taxes and other property-related expenses;
• Maintains knowledge of all regulatory and safety requirements;
• Be the point of contact for all tenants globally;
• Coordinates insurance of all assets and legal documentation;ÿ

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