Executive Assistant

Direct report: Owners
Location: Wayne, NJ (hybrid - on-site as required)
Employment type: Full-Time, Hourly

About the Role

The Executive Assistant provides day-to-day administrative, operational, and basic financial support across the family’s multiple small businesses and household interests, acting as a trusted point of contact for vendors, advisors, and family members while maintaining discretion and high standards of organization.

Responsibilities

• Manage daily office operations across the family’s businesses: mail, phone, scheduling, reception, supplies, and vendor relationships.
• Handle basic bookkeeping and finance administration: process invoices, track expenses, prepare vendor payments for approval, reconcile small accounts, and prepare monthly expense summaries for the principal or external accountant.
• Maintain and track budgets for each business unit and household expenses; flag variances and recommend corrective actions.
• Manage external advisors (accounting, payroll, legal, and insurance), managing priorities, directing deliverables, and exercising judgment to resolve issues and ensure timely completion of business requirements.
• Support payroll and HR administrative processes in partnership with external providers, including employee records, onboarding workflows, and ensuring compliance with established policies; identify issues and implement process improvements as needed.
• Oversee basic household and property coordination: schedule maintenance, manage contractors, track warranties and service agreements across properties/business locations.
• Maintain confidential files and important documents (insurance, contracts, deeds); ensure secure storage and easy retrieval for authorized parties.
• Implement and improve administrative systems and processes to increase efficiency, including standard operating procedures, filing systems, and dashboards for expense tracking.
• Provide ad-hoc project support for household or business projects (renovations, events, small acquisitions), including vendor sourcing and project coordination.

Requirements

• 3–5 years office management, family office, or operations experience for small businesses or multi-site environments; prior exposure to family-owned businesses is a plus.
• Solid working knowledge of basic accounting/bookkeeping tasks (accounts payable/receivable, reconciliations) and comfort using accounting software (QuickBooks, Xero, or similar).
• Strong organizational and time-management skills, with the ability to prioritize across competing tasks and sensitive requests.
• High level of discretion, trustworthiness, and professionalism handling confidential family and business matters.
• Excellent written and verbal communication and vendor management skills.
• Proficiency with Microsoft Office (Outlook, Excel, Word) and comfortable learning new systems.
• Valid driver’s license and willingness to travel locally between properties/business locations as needed.

Preferred Qualifications

• Experience supporting multiple business entities or a family office environment.
• Bookkeeping certification, associate degree in business/finance, or comparable experience.
• Familiarity with payroll processes and HR record keeping.

Working Conditions & Expectations

• Must be comfortable working in a small, flexible team and handling both routine admin and irregular high-priority tasks.
• This role requires high discretion and may involve after-hours coordination for urgent family or business needs.
• Occasional local travel to properties or vendor sites; standing/physical inspection of sites when required.

Pay

Salary range: $55,000–$70,000

Benefits

• Standard health insurance contribution
• Paid time off
• Reimbursed business expenses