One of Us is hiring: Administrative Coordinator in Tampa

Job Title: Administrative Coordinator

Location: Tampa, Florida

Company Overview: OneofUs is a multi-family office dedicated to managing the financial, legal, and administrative affairs of our clients with the utmost professionalism and discretion. We are seeking a highly organized and proactive Administrative Coordinator to join our team. This role is pivotal in ensuring seamless communication and coordination between internal teams and external partners.

Position Overview: We are seeking a highly organized, detail-oriented Administrative Coordinator to support the daily operations and assist the leadership of our family office. The ideal candidate will have a background in business, finance, or accounting (degree preferred), or equivalent real-world experience. This person will serve as a central point of communication, coordinating with various internal and external parties. They will also manage document and information organization, scheduling, and various other administrative duties.

Key Responsibilities

Communication & Coordination:

Serve as the primary liaison between the family office and external parties, including attorneys, accountants, and executive staff of closely held businesses.

Filter and prioritize communications within the organization to ensure streamlined and efficient communication flow.

Coordinate and manage the execution of various projects by tracking and following up on action items, deadlines, and information request and delivery.

Document & Information Management:

Manage and maintain organized records and documentation for all family office clients.

Ensure all documents are properly filed, updated, and easily accessible.

Uphold confidentiality and security of all sensitive information.

Meeting Preparation & Follow-up:

Prepare meeting agendas and materials, take detailed notes, and draft summaries.

Distribute meeting materials to relevant parties in a timely manner.

Track action items and ensure follow-through on deadlines.

Follow up on meeting outcomes to ensure timely completion of action items.

Administrative Support:

Handle incoming calls, emails, and correspondence professionally and promptly.

Prepare reports, presentations, and other documents as required.

Coordinate and schedule meetings, appointments, and events.

Assist in travel arrangements and itinerary planning for executives.

Office Management:

Oversee office supplies inventory and place orders when necessary.

Ensure the office environment is clean, organized, and conducive to productivity.

Coordinate with vendors and service providers as needed.

Financial Administrative Tasks:

Assist with basic accounting tasks such as invoice processing and expense tracking.

Collaborate with the finance team to support budgeting and financial reporting activities.

Project Assistance:

Support special projects and initiatives, ensuring they are completed on time.

Conduct research and compile data to aid decision-making processes.

Qualifications and Requirements

Education:

Bachelor's degree in Business Administration, Finance, Accounting, or a related field preferred.

Relevant real-world experience in business, finance, or accounting sectors may substitute for formal education.

Experience:

Proven experience in an administrative or coordination role in a fast-paced professional setting.

Experience working with ultra-high-net-worth individuals and families and an understanding of their general needs is a plus.

Familiarity with the operations of a family office or financial services environment is a plus.

Skills:

Exceptional organizational skills with intense attention to detail.

Ability to handle sensitive information with discretion and confidentiality.

Strong professional communication skills, both written and verbal.

Ability to manage multiple tasks simultaneously and prioritize effectively.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Familiarity with document management systems and scheduling tools.

Attributes:

Demonstrates strong cleanliness and maintains an orderly work environment.

Timely and consistent in executing tasks and meeting deadlines.

High level of integrity and ability to handle confidential information discreetly.

Proactive problem-solver with a positive attitude and strong work ethic.

Benefits

Competitive salary based on experience.

Comprehensive health, dental, and vision insurance.

Paid time off and holidays.

Opportunities for professional development and growth within the organization.