SWISS ARMY Knife WANTED: Executive Personal Assistant / Family Office Coordinator

Description

What I'm Looking For

The ideal person is:

• Extremely organized
• Discreet and trustworthy
• Detail-oriented
• Excellent with written communication
• Comfortable handling confidential financial and personal information
• Good with numbers
• Proactive
• Calm when things get messy
• Able to prioritize without constant direction
• Persistent about follow-up
• Comfortable telling me, "You still haven't handled this."
• Able to solve ordinary problems independently instead of bringing every decision back to me

Most importantly:

I need someone who takes ownership.

I'm not hiring someone merely to complete assignments. I'm hiring someone who notices what needs to happen and makes sure it happens.

We will work closely together, so chemistry, trust, discretion, humor, and the ability to communicate candidly with each other are essential.

Experience

Ideal candidates may have backgrounds such as:

• Executive Assistant
• Personal Assistant
• Office Manager
• Bookkeeper
• Executive Administrator
• Family Office Administrator
• Controller/Accounting Assistant
• Operations Coordinator

A bachelor's degree is to be in process or completed.

Demonstrated competence, judgment, discretion, and follow-through matter considerably more.

QuickBooks/bookkeeping experience is strongly preferred.

What Success Looks Like

Within 90 days:

• My calendar is under control.
• My inbox is substantially easier to manage.
• Bills and bookkeeping are current.
• Important documents can actually be found.
• Open commitments are tracked.
• People get timely responses.
• Deadlines stop sneaking up on me.
• I'm spending dramatically less time on administration.

I'm looking for someone who:

• Takes direct feedback professionally, without becoming defensive
• Asks questions when something isn't clear
• Can tell me when I'm wrong or overlooking something
• Doesn't require constant reassurance
• Learns quickly from mistakes and doesn't repeatedly make the same ones
• Is comfortable reminding me, pushing back, and holding me accountable
• Can work with a strong personality while having one of their own

If you're the kind of person who gets genuine satisfaction from turning chaos into order, you'll probably love this job.

Requirements

SWISS ARMY KNIFE NEED TO CUT THROUGH!

Executive Personal Assistant / Family Office Coordinator

Location: Manhattan, Kansas

Schedule: Full-time, primarily in-person with some flexibility

Reports to: David Gemoll

Compensation: Competitive, based on experience

The Role

I’m looking for an exceptionally organized, trustworthy, resourceful person who can function as my administrative Swiss Army knife.

This is part executive assistant, part personal assistant, part bookkeeper, part calendar manager, part communications coordinator, and part professional problem-solver.

The right person doesn't just take notes or wait for instructions. They keep track of what needs to happen, make sure it happens, and close the loop.

Your job is to give me time back.

What You'll Own

Calendar & Scheduling

• Manage business and personal calendars
• Schedule, reschedule, and coordinate meetings and appointments
• Prevent conflicts and protect important blocks of time
• Handle reminders and follow-ups
• Coordinate travel, reservations, events, family commitments, and appointments
• Know what is coming before I have to ask

Email & Communications

• Triage a high-volume inbox
• Identify what actually requires my attention
• Draft responses in my voice
• Handle routine correspondence independently
• Track emails requiring replies or follow-up
• Make sure important conversations don't disappear into the inbox
• Communicate professionally with employees, attorneys, accountants, vendors, customers, family members, and business partners

Bookkeeping & Financial Administration

• Maintain accurate bookkeeping records
• Enter and categorize transactions
• Reconcile bank and credit-card accounts
• Manage bills, invoices, receipts, reimbursements, and documentation
• Track amounts due and payment deadlines
• Maintain clean electronic financial records
• Coordinate with CPA/accounting professionals
• Assist with QuickBooks and financial reporting

This person doesn't need to be my CPA, but they need to understand bookkeeping and know when something needs to go to the accountant.

Personal & Family Administration

• Coordinate appointments, reservations, purchases, deliveries, contractors, and household matters
• Maintain important personal and family records
• Help manage insurance, registrations, renewals, subscriptions, and recurring obligations
• Research products and services and present the best options
• Handle the hundred little things that otherwise consume an owner's day

Business Support

• Prepare documents and correspondence
• Maintain organized electronic filing systems
• Track projects, deadlines, commitments, and open items
• Coordinate with employees, vendors, professional advisers, and contractors
• Create spreadsheets and basic reports
• Gather information before meetings
• Follow up afterward to make sure decisions turn into action

Organization & Follow-Through

This is probably the most important part of the job.

If I say:

"Remind me to deal with that next Thursday."

It gets captured.

If an accountant asks for something, it gets tracked.

If somebody promises something Tuesday, you know whether we received it Friday.

If something has been sitting in my inbox for nine days, you surface it.

Nothing important falls through the cracks.

Technology

You should be very comfortable with:

• Microsoft Outlook
• Microsoft 365
• Word
• Excel
• OneDrive / SharePoint
• Teams
• QuickBooks or comparable accounting software
• Adobe Acrobat / PDF documents
• Electronic document organization
• AI tools such as Microsoft Copilot or ChatGPT

You don't have to be an IT expert, but you cannot be intimidated by technology.