Job Summary
P.J. Malouf & Co. Inc. is a private family office seeking a highly organized, trustworthy, and proactive Operations & Executive Assistant. This role is ideal for someone who enjoys creating order, solving problems, and helping others stay organized. We are looking for someone who takes pride in anticipating needs, following through on commitments, and becoming a trusted partner in our day-to-day operations.
Executive & Administrative Support
- Organize electronic and paper records through scanning, filing, and document management.
- Review incoming mail and correspondence, summarize important information, identify action items, flag deadlines, and recommend next steps when appropriate.
- Prepare professional letters, reports, spreadsheets, and presentations.
- Track outstanding tasks and follow up to ensure they are completed.
- Assist with scheduling and executive administration.
Bookkeeping & Financial Administration
- Maintain bookkeeping records using Quicken (training provided) and assist with the ongoing transition to modern financial workflows.
- Prepare monthly financial reports and supporting schedules.
- Reconcile bank and credit card accounts.
- Organize financial records for external accountants.
- Maintain accurate Excel workbooks.
Portfolio & Family Office Support
- Enter and maintain information within portfolio management software.
- Generate portfolio reports and account summaries.
- Download and organize investment statements.
- Assist with tracking account balances, cash positions, debt, and investment records.
- Organize tax documentation and financial records for family members.
- Assist with special family office projects.
Office Operations
- Welcome guests professionally.
- Prepare meeting rooms.
- Serve coffee and refreshments during meetings.
- Reset meeting areas, coffee cups, glasses, and dishes afterward.
- Help maintain a clean, organized office environment.
Qualifications
- Excellent organizational skills
- Strong proficiency in Microsoft Excel
- Comfortable working with numbers and financial information
- Experience with QuickBooks or similar accounting software
- Excellent written communication
- Strong attention to detail
- Ability to work independently while exercising sound judgment
- High level of professionalism, discretion, and confidentiality
What Success Looks Like
We are looking for someone who naturally takes ownership of their work.
Rather than simply passing information along, the successful candidate reviews documents, summarizes important information, identifies action items, and helps keep work moving forward.
The ideal candidate enjoys creating order, improving processes, and helping others succeed.
Our goal is to build a long-term relationship with someone we can confidently trust with increasing responsibility over time.
Pay: $28.00-$36.00 per hour
Benefits:
- Dental care
- Extended health care
- Flexible schedule
- On-site parking
Application question(s):
- Are you comfortable using computers and troubleshooting basic technology (e.g., printers, monitors, software, and Microsoft Office)?
- Are you comfortable working with numbers, financial information, and spreadsheets?
- Does a permanent part-time schedule of approximately 15–25 hours per week meet your employment needs?
Experience:
- Office: 2 years (required)
Work Location: In person
