Executive Family Office Administrator

HHM Talent; Chattanooga (TN); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical Insurance

Pension Plan

Job summary

HHM Talent is assisting a client in Chattanooga, TN, to fill a Family Office Executive Administrator role. The position supports the CEO and family with confidential, high-level administrative and financial coordination in a private family office setting.

Work hours are 8:00am–5:00pm ET, on-site in downtown Chattanooga. The candidate will manage schedules, finances, property matters, and personal affairs with discretion and professionalism.

Qualifications

• Associate's degree required; bachelor's degree preferred.
• Minimum 5 years in administrative or executive support roles.
• Outstanding organizational and time management skills.
• Evidence of discretion and strong judgment in handling sensitive info.
• Excellent written and verbal communication with diverse stakeholders.
• Proficient with technology and quick to learn new systems; QuickBooks preferred.
• Ability to work independently and meet tight deadlines.

Responsibilities

• Oversee daily office operations: phones, mail, scheduling, document management and support.
• Manage calendars, travel arrangements, and personal/professional commitments.
• Maintain organized filing for financial, legal, insurance and personal records.
• Track deadlines, renewals, payments, and other time-sensitive obligations.
• Supervise office areas and equipment maintenance.
• Coordinate communications among family members, advisors, attorneys, accountants and banks.
• Coordinate bill payments, expenses, invoices and reimbursements.
• Prepare monthly bank reconciliations and maintain confidential financial records.
• Schedule property use and communicate with property managers and contractors.
• Assist with personal matters, family travel and special projects with discretion.

Skills

Organizational skills

Time management

Communication

Discretion/Confidentiality

Independence

Education

Associate degree

Bachelor's degree preferred

Tools

QuickBooks

Job description

HHM Talent is assisting a client in Chattanooga, TN, to fill a Family Office Executive Administrator role. The position supports the CEO and family with confidential, high-level administrative and financial coordination in a private family office setting.

Work hours are 8:00am–5:00pm ET, on-site in downtown Chattanooga. The candidate will manage schedules, finances, property matters, and personal affairs with discretion and professionalism.