POSITION SUMMARY

As a member of the Private Family Services of Oxford team, the Private Family Services (PFS) Coordinator handles additional and/or more comprehensive back office services for one or more clients or client families including bill pay services, family/charitable entity bookkeeping and reporting and preparing statements of financial information and reporting packages. May also handle administrative or concierge services including travel, arrangements, home office organization and filing.

QUALIFICATIONS

• Previous experience supporting a c-suite level executive a minimum of three to five years of relevant work experience
• Ability to interpret/analyze data and accurate attention to detail at a fast pace
• Must have a professional demeanor with the utmost respect for confidential matters is required
• Privacy/security is the number one priority of the clients
• Must be able to work independently and in a team environment
• Work with both PFS coworkers/team and client’s other employers/team
• Computer proficiency in Excel, Quicken, Outlook, Word and Quick Books
• Technologically and program resourceful
• Strong analytical skills
• Must have excellent written and verbal communication skills with strong interpersonal skills
• Must be detail oriented with excellent organizational skills
• Must have ability to multi task
• Must have ability to work in a high stress, faced paced environment
• Must have a strong work ethic with a positive attitude
• Sense of urgency ability to read a room
• Privacy and resourcefulness – even rotating priority list – being flexible is key

Pays bills and prepares comprehensive financial reporting packages

• Reviews invoices for accuracy and verify new vendors with client
• Pays bills for family members in a timely manner
• Maintains and reconciles checking accounts
• Prepares monthly bill paying report summaries as part of comprehensive reporting packages
• Prepares financial reports as needed
• Develops and maintains detailed records and filing system for accounts
• Maintains family gifting donation reports

Assists with accumulating tax information

• Prepares various reports for Accountant on a quarterly and annual basis

Develops and maintains records and reports for all family entities

• Pays bills
• Works with Client Services and other FOS Operations Associates to assist with client reports, and communications
• Accumulates and provides related tax information to Client Service

Handles other client requests

• Attends client meetings if necessary
• Composes and sends letters as needed
• Coordinates maintenance of client homes as needed
• Researches and answers related questions
• Handles travel arrangements as needed
• Maintains vital information sheets

Develops and maintains records for charitable entities if services requested by client

• Acknowledges charitable requests and requests donation confirmation letters

Handles certain required administrative tasks, attends various required internal meetings and participates in various training sessions for continuous technical development workload priorities

• Completes TimeTracker entries timely and accurately
• Reads, handles and responds to email and voicemail messages
• Attends team and firm meetings
• Strives to increase technical skills
• Stays current with technical developments
• Approaches learning opportunities with enthusiasm

Performs other duties as assigned