Executive Assistant

Direct report: Owners Location: Wayne, NJ (hybrid - on-site as required) Employment type: Full-Time, Hourly The Executive Assistant position provides day-to-day administrative, operational, and basic financial support across the family's multiple small businesses and household interests, acting as a trusted point of contact for vendors, advisors, and family members while maintaining discretion and high standards of organization. Key Responsibilities Manage daily office operations across the family's businesses: mail, phone, scheduling, reception, supplies, and vendor relationships. Handle basic bookkeeping and finance administration: process invoices, track expenses, prepare vendor payments for approval, reconcile small accounts, and prepare monthly expense summaries for the principal or external accountant Maintain and track budgets for each business unit and household expenses; flag variances and recommend corrective actions. Manage external advisors (accounting, payroll, legal, and insurance), managing priorities, directing deliverables, and exercising judgment to resolve issues and ensure timely completion of business requirements Support payroll and HR administrative processes in partnership with external providers, including employee records, onboarding workflows, and ensuring compliance with established policies; identify issues and implement process improvements as needed Oversee basic household and property coordination: schedule maintenance, manage contractors, track warranties and service agreements across properties/business locations Maintain confidential files and important documents (insurance, contracts, deeds); ensure secure storage and easy retrieval for authorized parties Implement and improve administrative systems and processes to increase efficiency, including standard operating procedures, filing systems, and dashboards for expense tracking Provide ad-hoc project support for household or business projects (renovations, events, small acquisitions), including vendor sourcing and project coordination Required Qualifications 3–5 years office management, family office, or operations experience for small businesses or multi-site environments; prior exposure to family-owned businesses is a plus Solid working knowledge of basic accounting/bookkeeping tasks (accounts payable/receivable, reconciliations) and comfort using accounting software (QuickBooks, Xero, or similar Strong organizational and time-management skills, with the ability to prioritize across competing tasks and sensitive requests High level of discretion, trustworthiness, and professionalism handling confidential family and business matters Excellent written and verbal communication and vendor management skills Proficiency with Microsoft Office (Outlook, Excel, Word) and comfortable learning new systems Valid driver's license and willingness to travel locally between properties/business locations as needed Preferred Qualifications Experience supporting multiple business entities or a family office environment Bookkeeping certification, associate degree in business/finance, or comparable experience Familiarity with payroll processes and HR record keeping Working Conditions & Expectations Must be comfortable working in a small, flexible team and handling both routine admin and irregular high-priority tasks This role requires high discretion and may involve after-hours coordination for urgent family or business needs Occasional local travel to properties or vendor sites; standing/physical inspection of sites when required Compensation & Benefits Salary range: $55,000–$70,000 Benefits: standard health insurance contribution, paid time off, reimbursed business expenses J-18808-Ljbffr