Administrative Assistant

Job duties

Original text, as filed with the Department of Labor.

Provide administrative and logistical support to the principal of a private estate management entity overseeing complex, time-limited administrative projects. Manage and coordinate schedules, appointments, and communications with legal counsel, financial advisors, institutional partners, and third-party professionals involved in the establishment of a charitable foundation. Prepare, organize, and maintain correspondence, reports, meeting materials, and records related to foundation formation activities and institutional partnerships. Compile, index, and organize legal, financial, and personal records and documentation required for the preparation of a comprehensive estate administration instruction manual. Coordinate and schedule appointments with appraisers, auction houses, and third-party specialists involved in estate asset disposition, and prepare and maintain supporting documentation and records related to asset organization and transfer to heirs. Track project milestones, deadlines, and action items across concurrent administrative projects and prepare progress summaries for the principal's review. Coordinate meetings and communications with financial institutions, legal representatives, medical institutions, and other institutional contacts in connection with foundation development and estate administration activities. Maintain confidential records and files related to estate administration, foundation formation, asset disposition, and institutional partnerships in an organized and accessible manner.

Requirements

Fluent English skills. 24 months of experience in administrative, logistic, personal, or executive support, preferably in a private household or hospitality environment required. Use of office equipment including computers, printers, scanners, and telephone systems. Must be able to lift and carry weights sufficient to move files, boxes, and materials necessary to complete assigned tasks. Must be able to remain active and mobile throughout the shift. 40 hours per week, 5 days per week. Schedule may vary and can include evenings, weekends, or holidays, as needed. Eligibility for Florida driver's license. Employer will rely on worker's own representations and observations of worker to assess if worker meets the physical ability and eligibility requirements stated here.

Benefits and conditions