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Executive Assistant/Concierge Accountant

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Robert Half

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Location:
United States , North Miami

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Category:
IT - Administration

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Contract Type:
Not provided

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Salary:

Not provided
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Job Description:

A private family office supporting a high-net-worth individual and spouse is seeking a detail-oriented and highly discreet professional to serve in a hybrid role combining accounting operations with executive and personal support. This position requires a proactive individual who can seamlessly balance financial responsibilities with high-touch concierge-level service. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and operates with the utmost level of organization and confidentiality.

Job Responsibility:

  • Manage full-cycle accounts payable, including reviewing invoices, obtaining approvals, entering bills, and executing payments via QuickBooks (online and check-based)
  • Prepare physical checks for signature and ensure timely distribution
  • Post payments received and maintain accurate records, including scanning and attaching documentation in QuickBooks
  • Reconcile accounts, analyze billing discrepancies, and proactively communicate with vendors to resolve issues
  • Maintain organized financial records and documentation across multiple entities
  • Update and maintain Excel schedules tracking personal and business assets
  • Support the CFO, Controller, and external accountants with reporting, documentation, and ad hoc financial analysis
  • Provide high-level administrative and personal support to the principal and spouse
  • Coordinate complex domestic and international travel, including full itinerary management
  • Manage personal documentation, including passports, driver's licenses, and Global Entry renewals
  • Handle personal administrative requests such as annual school registrations, yearbook submissions, and RSVP coordination for family events
  • Oversee ordering of personal items and household needs for family members
  • Receive, open, sort, and distribute incoming mail and packages
  • Assist with event coordination, special projects, and ad hoc requests
  • Serve as a central point of coordination across the family's ecosystem, ensuring alignment and communication across domestic staff and Estate Manager, HR, CFO, Controller, and external accountants, executive protection team, pilots, drivers, and household personnel, ranch managers, boat captain, and additional service providers, family members and key stakeholders
  • Support operational workflows to ensure seamless day-to-day execution across household and business activities
  • Manage and prioritize multiple ongoing projects with shifting deadlines
  • Maintain strict confidentiality across all financial, personal, and operational matters
  • Take initiative in identifying process improvements and increasing efficiency across both accounting and administrative functions
  • Handle special projects and other duties as assigned by the family, CFO, or Controller

Requirements:

  • 7-10+ years of experience in a hybrid accounting/AP and executive or personal assistant role (family office, private household, or closely held business preferred)
  • Strong understanding of accounts payable processes and basic accounting principles
  • Hands-on experience with QuickBooks and proficiency in Microsoft Excel
  • Exceptional organizational skills with the ability to multi-task and prioritize effectively
  • High level of discretion, professionalism, and emotional intelligence
  • Strong communication skills and ability to interact with a wide range of stakeholders
  • Self-starter with a proactive, service-oriented mindset

Nice to have:

  • Prior experience in a family office or supporting high-net-worth individuals
  • Exposure to managing multiple entities or complex personal/business financial structures
  • Experience coordinating high-touch travel and lifestyle logistics
What we offer:
  • Medical, vision, dental, and life and disability insurance
  • Eligible to enroll in our company 401(k) plan

Additional Information:

Job Posted:
May 20, 2026

Work Type:
Hybrid work
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