Job Description

Job Description

Job Description

Executive Assistant – Midvale, Utah

Executive Assistant ( Part-Time, 30 Hours/Week ) – in office 4 hours per day, 4 days a week. The rest of the position can be remote.

Reports To: Board of Directors

Job Summary

The EA provides comprehensive administrative, financial, and operational support to the Board of Directors (who control 33% each of the company) including designated board members and the broader family network. This role is critical to ensuring the integrity, compliance, and smooth operation of various trusts, estates, LLCs, and family governance structures. The position requires strong skills in coordination, accounting, tax support, and confidential communication.

The Family Office Manager is a highly trusted partner who maintains complex schedules, manages sensitive financial documents, supports compliance with regulatory and tax obligations, and facilitates logistics for family events and governance activities. This role demands professionalism, discretion, and an ability to adapt in a dynamic environment while delivering high-quality service to multiple stakeholders.

Key Responsibilities

Accounting & Tax Support

• Coordinates with external accountants, investment advisors, and tax professionals to gather and prepare documentation for annual tax filings (including K-1s, 1099s, etc.).
• Tracks account balances, reconciles purchase card transactions, and processes routine financial transactions (e.g., wire transfers, deposits, reimbursements).
• Maintains updated tax calendars, including federal and state filing deadlines, estimated payments, and entity renewals.
• Assists with quarterly distributions and monitors compliance with trust and estate accounting requirements.
• Organizes and maintains records of LLC registrations, renewals, and legal documentation across jurisdictions.
• Supports estate planning efforts by organizing and maintaining relevant legal, financial, and ownership documents.

Administrative & Operational Coordination

• Establishes and maintains a secure cloud-based and physical document storage system for all family-related financial, legal, and personal files.
• Serves as liaison between family members and external advisors; coordinate communication and scheduling for projects or required meetings.
• Provides logistical support for family meetings, educational sessions, governance events, and the annual Family Meeting (including travel, facility bookings, catering, and reimbursements).
• Manages calendars for family leadership and coordinate complex schedules across time zones.

Governance & Family Council Support

• Supports Family Council Chair and Vice-Chair in monthly planning, meeting preparation, agenda development, and minute-taking.
• Administers and trains users on the Trusted Family platform or other family governance tools.
• Curates and drafts newsletters, internal communications, and updates for family engagement.
• Tracks action items from Family Council and advisor meetings to ensure timely follow-up and execution.

Special Projects & Strategic Support

• Leads or contributes to cross-functional projects, including technology platform migrations, data centralization, asset valuation coordination, and process improvement.
• Assists family leaders with special requests and manages ad hoc assignments involving vendor relationships, event planning, and gift coordination.

Required Experience

• Minimum of 5–7 years of experience in EA and management, executive administrative support, accounting coordination, or a similar role supporting high-level individuals or complex organizational structures.
• Proven experience managing confidential information and sensitive relationships with professionalism and discretion.
• Familiarity with trust and estate administration , basic accounting principles , and tax preparation support .

Education

• Associate’s degree in Business Administration , Accounting , Paralegal Studies , or a related field highly desired.
• Bachelor’s degree preferred.

Preferred Certifications

• Notary Public (or willingness to obtain).
• Bookkeeping or accounting certification is a plus.

Technical Proficiencies

• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook), Zoom , and digital file management systems.
• Experience with platforms such as Concur , Egencia , QuickBooks , or SharePoint .
• Familiarity with Trusted Family or other private governance platforms is a plus.

Core Competencies

• Strong organizational and time management skills
• Financial acumen and attention to detail
• Exceptional written and verbal communication
• Sound judgment and proactive problem-solving
• High emotional intelligence and a service-oriented mindset
• Ability to juggle multiple projects and meet deadlines in a fast-paced environment

Work Environment and Schedule

• Hybrid role with remote and in-person flexibility; occasional travel may be required. Possibly 2 times a year. Might need to work a weekend occasionally if an event has been planned involving Board members.
• Approximately 30 hours per week , with flexibility to support early mornings, evenings, or weekend events.
• Considered a full time position as far as qualifying for benefits.

Please send a copy of your resume as a word or PDF doc to  loralea@professionalrecruiterinc.com

If I can assist you with any of your recruiting efforts please give me a call – 801/327-9990

**I grow my business through referral. If you know someone who would benefit from the way I work then please recommend me, or pass me their contact details and I will be happy to call them.**

Lora Lea Mock

 

801/327-9990

loralea@professionalrecruiterinc.com

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Company Description

Great opportunity for rapid growth in a quickly growing copper mine in Utah.

Company Description

Great opportunity for rapid growth in a quickly growing copper mine in Utah.

Job Tags

Full time, Part time, Work at office, Weekend work, Afternoon shift, Early shift,

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