Special Assistant / Family Office + Philanthropy

Special Assistant / Family Office + PhilanthropyWe are seeking a Coordinator to provide administrative and project support for a senior member of the Team. The ideal candidate has outstanding communication and interpersonal skills, is agile, discreet and able to work independently and collaboratively across internal teams and external stakeholders. The successful candidate will ensure that the principal and team are operating at a high level, by exercising an exacting attention to detail that fosters optimal information sharing, smooth workflow, and follow through. They will be working on complex project coordination across teams and managing administrative and scheduling duties for the Senior Team Member with equal rigor and energy. Key ResponsibilitiesManage senior team members’ calendars, including scheduling meetings, coordinating logistics, anticipating needs, and adjusting priorities as necessaryProvide daily administrative and operational support, ensuring alignment with priorities, preparedness for meetings, and timely follow-up on action items and deliverablesTrack projects, deadlines, and next steps to ensure work remains on schedule and objectives are metCollaborate closely with team coordinators and the Chief of Staff to support seamless execution across the broader management teamSupport and contribute to cross-functional projects, adapting to shifting priorities and program needsDraft and prepare communications, briefings, presentations, reports, and analyses with strong attention to detail and accuracyAssist with board engagement efforts, including preparing and compiling board materialsPartner with the Events team to support high-level meetings, events, and conveningsMaintain and update internal data, reports, and project trackers for team coordinationOrganize and manage digital files and records, ensuring accessible and well-structured documentation systemsServe as a point of contact for internal and external inquiries, routing requests appropriately and ensuring timely responsesProcess and manage expense reports for senior team membersCoordinate travel arrangements, including flights, accommodations, and ground transportationQualificationsBachelor’s degree requiredMinimum of 4 years of experience in project coordination or management, with a strong focus on timeline and deliverable trackingExceptional organizational and multitasking abilities, with strong judgment in prioritizing competing demandsStrong interpersonal skills and a collaborative working styleProactive, resourceful, and solutions-oriented mindset with a commitment to high-quality serviceExcellent written and verbal communication skillsAbility to handle confidential information with discretion and professionalismComfortable working in a fast-paced, dynamic environmentProficiency in Microsoft Office Suite (Word, Excel, Outlook), Adobe Acrobat, and SalesforceExperience working with data, reporting, and operational tools; strong technical aptitude is a plus$80,000 - $110,000 baseYou can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.