Administrative Associate

Sycamore Gardens; New York (NY); Hybrid; USD 60,000 - 95,000; Full time

Job summary

Sycamore Gardens is seeking a highly organized Family Office Administrative Associate to support bookkeeping, investment reporting, and administrative processes. You will oversee AP/AR, manage reimbursements, and ensure regulatory filings are maintained.

The role involves assisting with weekly and quarterly calls, performance reporting, and Tear Sheet projects in a fast-paced family office environment. The position emphasizes data integrity, document management, and calendar coordination, with a

Qualifications

• Experience in accounting, administration, or family office operations preferred.
• Proficiency in Excel, financial software, and document management systems.
• Highly organized with strong attention to detail and ability to manage multiple tasks.
• Excellent communication skills, both written and verbal.
• Discretion and confidentiality in handling sensitive family office information.

Responsibilities

• Oversee Accounts Payable and Accounts Receivable, ensuring timely payments and collections.
• Manage expense reimbursements, verifying accuracy and compliance with policies.
• Keep up with annual regulatory filings and other required documentation.
• Assist with the preparation of weekly, monthly, and quarterly calls, including:
• Performance reporting updates.
• Historical performance tracking.
• Benchmark research and comparative analysis.
• Support the Tear Sheet project, ensuring investment summaries are accurate and well-maintained.
• Maintain an organized document management system, ensuring accessibility and security.
• Handle data entry and financial records reconciliation.
• Manage calendar scheduling, coordinating meetings and deadlines for the office.
• Support the Ayco Lockbox/archive project, ensuring financial and contractual records are properly stored and retrievable.
• Assist with the Centralization project, consolidating data and systems for increased efficiency across payroll and bookkeeping.
• Identify and implement improvements in administrative workflows and investment reporting.

Skills

Accounting & administration

Excel

Financial software

Document management systems

Attention to detail

Communication skills

Discretion & confidentiality

Tools

Excel

Financial software

Document management systems

Job description

Job Title: Family Office Administrative Associate

Location: Primarily Hybrid

Job Type: Full-Time

Reports To: Sycamore Management

Job Title: Family Office Administrative Associate

Location: Primarily Hybrid

Job Type: Full-Time

Reports To: Sycamore Management

About the Role

We are seeking a highly organized and detail-oriented Family Office Associate Associate to support the operations of our growing family office. This role will focus on improving administrative processes, managing critical filings, and ensuring the smooth execution of our investment reporting and bookkeeping. The ideal candidate will have experience in administrative support, bookkeeping or accounting and thrive in a fast-paced, high-stakes environment.

Key Responsibilities

Financial Administration & Accounting Support

• Oversee Accounts Payable and Accounts Receivable, ensuring timely payments and collections.
• Manage expense reimbursements, verifying accuracy and compliance with policies.
• Keep up with annual regulatory filings and other required documentation.

Investment & Performance Reporting Support

• Assist with the preparation of weekly, monthly, and quarterly calls, including:
• Performance reporting updates.
• Historical performance tracking.
• Benchmark research and comparative analysis.
• Support the Tear Sheet project, ensuring investment summaries are accurate and well-maintained.

Operations & Administrative Support

• Maintain an organized document management system, ensuring accessibility and security.
• Handle data entry and financial records reconciliation.
• Manage calendar scheduling, coordinating meetings and deadlines for the office.
• Support the Ayco Lockbox/archive project, ensuring financial and contractual records are properly stored and retrievable.

Process Optimization & Special Projects

• Assist with the Centralization project, consolidating data and systems for increased efficiency across payroll and bookkeeping.
• Identify and implement improvements in administrative workflows and investment reporting.

Qualifications & Skills

• Experience in accounting, administration, or family office operations preferred.
• Proficiency in Excel, financial software, and document management systems.
• Highly organized with strong attention to detail and ability to manage multiple tasks.
• Excellent communication skills, both written and verbal.
• Discretion and confidentiality in handling sensitive family office information.

Why Join Us?

This role offers the opportunity to work closely with a sophisticated investment team and gain exposure to a wide range of financial and operational functions. If you are looking for a dynamic role where you can contribute to a high-performing family office while enhancing its operational efficiency, we’d love to hear from you.