A family office is unique in the business world. A family office executive assistant (EA) may have very different responsibilities from an EA in a corporate office. While confidentiality, discretion, and trust are essential for any EA, these qualities are especially critical for a family business. A family office EA will have access to highly sensitive financial and personal data, so they must be able to handle confidential issues with extreme care. The family must be able to trust their EA to protect their privacy.
Keep reading to learn about the essential role of a family office EA, the value they provide, and the importance of trust and discretion. We also explain how to choose the best EA talent for your family business.
C-Suite Assistants is your premier executive assistant recruiter, catering to the unique needs of your family office.
Duties of Executive Assistants in Family Offices
Depending on the family office, a family office executive assistant can play many roles: orchestra conductor, face to the outside world, gatekeeper/traffic cop, schedule coordinator, research analyst, bookkeeper, board assistant/liaison and sometimes confidante and counselor. They handle mundane tasks so family members can focus on relationships and strategic decisions. Since the EA is at the center of all activity, handling the family’s business and personal affairs, reliability is one of the most essential qualities.
- Orchestra Conductor: Families can have tricky dynamics. Think of a group of musicians with unique personalities who must play harmoniously to create music. It’s up to the EA to satisfy individual needs while keeping everything organized and running smoothly.
- Traffic Cop, Gatekeeper: The EA must manage calendars, meetings, and communication while providing administrative support and project coordination. They are the primary point of contact between family members and clients, shareholders, board members, and the public.
- Coordinator: An EA in a family office oversees daily operations, requiring strong leadership. They might manage staff, facilities, and technology, make travel arrangements, and keep accurate business records. They might also help with estate planning, philanthropy, investments, and property management.
- Research Analyst/Bookkeeper: The investment team or executive director may ask the EA to research various topics, from market research and potential investment opportunities to philanthropic causes. They might also monitor the company’s reputation and what news organizations are reporting. Often an EA in a family office may be asked to work with accountants to help keep financial records updated.
- Confidante, Counselor: An EA must respect personal boundaries while working in a family office, especially when privy to interpersonal conflicts. They must never take sides in personal matters. They should always strive for what’s best for the business and uphold the organization’s values.
The Importance of Discretion and Trust of Executive Assistants
Since a family office executive assistant will have access to sensitive information about the family they work for, they must remain discreet and earn the trust of the family they work for.
EAs must support, uphold, and protect the family’s:
- Confidentiality
- Reputation
- Security
- Business Efficiency
Only by having a trustworthy, hard-working, and discreet assistant can family businesses thrive.
Choosing The Best Executive Assistant Talent
It takes insight into personalities, work styles and the operations of the office combined with hiring expertise and time to find an EA a family business executive can trust and form a strong partnership with. If you’re interested in hiring a highly qualified executive assistant for a family business, here’s how to do it for the best outcome.
- Define Priorities: Create a list of your desired qualifications and priorities. Do they need industry knowledge or require specific certifications or technical expertise? Do they need a specific work style or personality?
- Make Assessments: Assess candidates’ prior experience, education, and personal qualities based on their application.
- Communicate Effectively: During the interview(s), discuss your needs and what you’re looking for to ensure it will be a good match professionally and personally.
- Conduct Rigorous Vetting: Working with a professional recruiter during the selection process can help in many ways, from widening your network, steering you towards the best candidates for initial interviews, and structured interviewing techniques to ensure you dig deep enough.
- References: Although some people feel these can be a waste of time since people only give references who will say good things about them, there is an art and a science to these. Your recruiter can conduct these for you or you may choose to do them.
- Background checks: This are essential, and formal background checks must be conducted by a professional, reputable company specializing only in background checks. The legal aspects and the breadth and scope of these are increasingly complex as well and a specialized background check company can best advise you. Your recruiter can also provide advice and may be able to initiate these for you.
The best way to find a trustworthy executive assistant is to work with an experienced recruiting agency. They are experts in matching family businesses with the best assistants and can assist you through the entire hiring process, from the job description to interviewing, hiring and references.
H2: Recruiters You Can Trust
At C-Suite Assistants, we maintain an extensive network of pre-vetted active and passive professionals and we are committed to finding the best matches for your organization. We’ve worked closely with family offices to ensure that they find the best EA with the necessary skills, expertise, personality, and values.You can rely on our expertise to find the support your family office deserves. Contact our team today for more details.
