A private family office is seeking an experienced Accounting Associate to manage daytoday financial operations, personal and entity accounting, bill-pay, and administrative support for the family and related entities. This role requires exceptional organization, accuracy, discretion, and the ability to work independently in a fastpaced, highexpectation environment. The ideal candidate has deep experience in private family accounting, trust administration, or family office operations, along with strong analytical and communication skills.
Key Responsibilities
Personal Accounting & Bill Pay
- Review, process, and track all household and personal bills, payments, and reimbursements
- Process manual, online, and auto-pay bills; oversee vendor accounts and payment schedules
- Reconcile bank and credit card accounts monthly; review financial activity for accuracy
- Maintain accurate personal financial records, ledgers, cash schedules, and reconciliations
- Manage account transfers, wire requests, and implement fraud prevention controls (e.g., positive pay)
- Organize and process incoming mail, invoices, statements, and documentation
- Monitor recurring expenses and identify discrepancies or irregularities
Investment, Trust & Entity Support
- Handle payments, transfers, distributions, and reconciliations for family trusts, LLCs, and entities
- Manage trust distributions, tax payments, life insurance premiums, and related schedules
- Support private equity capital calls and maintain investment-related documentation
- Assist with investment reporting; investment knowledge a plus
Financial Reporting & Office Coordination
- Prepare and maintain spreadsheets, financial summaries, budgeting tools, and cash flow tracking
- Assist with budgeting, forecasting, and year-end reporting
- Coordinate with external accountants, auditors, attorneys, and financial advisors
- Manage organization of financial documents and support tax document submissions
- Maintain digital and physical filing systems, ensuring confidentiality and accuracy
- Assist with estate planning updates and maintaining an organized service calendar
- Provide general administrative support to support smooth family office operations
Qualifications
- Bachelor’s degree in Accounting, Finance, or related field
- Minimum 10 years of accounting or bookkeeping experience
- 5+ years’ experience in a private family office, UHNW family, trust administration, or similar highconfidentiality environment preferred
- Strong analytical skills, accuracy, and comfort working with numbers
- Highly organized, detailoriented, and capable of managing multiple priorities independently
- Exceptional discretion, integrity, and ability to handle sensitive information
- Proficiency in Quicken or equivalent accounting software and Microsoft Office
- Excellent documentation, recordkeeping, and communication skills
- Willingness to work evenings or weekends as needed
