Private Wealth Client Specialist

FBT Gibbons LLP; Newport Beach (CA); On-site; USD 47,000 - 83,000; Full time

Benefits offered by this job

Health care coverage (medical, dental,

Life insurance

Short- and long-term disability

Paid parental leave

Employee wellbeing and EAP programs

Paid time off

401(k) with employer matching and profi

Job summary

FBT Gibbons LLP in Newport Beach seeks a Family Office Specialist to provide high-level administrative and operational support to ultra-high-net-worth individuals and family office entities. The role involves managing personal and business matters, with both billable and non-billable duties in a fast-paced, service-driven environment.

The ideal candidate is proactive, discreet, and highly organized, coordinating day-to-day activities and long-term priorities while maintaining confidentiality and

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant experience.
• At least three years of executive support experience; experience within a law firm preferred.
• Proficient in Microsoft Office programs including Outlook, Word, Excel, PowerPoint, Teams, and OneDrive.
• Proficiency in converting and manipulating content across formats (Excel, Word, PDF, PowerPoint, multimedia).
• Maintain professionalism, confidentiality and discretion in communications.
• Ability to manage time, multitask and meet deadlines under pressure.
• Ability to work collaboratively in a team-oriented environment.

Responsibilities

• Serve as a client-facing point of contact for ultra-high-net-worth individuals and related family office entities.
• Support client relationship management and related business development activities within the Family Office practice.
• Create and maintain spreadsheets, prepare PowerPoint presentations, draft emails, and proofread documents.
• Provide support for trust and estate planning and related matters under attorney supervision.
• Monitor communications and maintain responsive handling of inquiries.
• Manage sophisticated calendars, prioritize requests, and resolve conflicts.
• Arrange conference space and prepare for internal and client meetings with reports and materials.
• Coordinate complex travel plans and itineraries for leadership.
• Maintain a filing system of emails, documents and contacts for on-demand retrieval.
• Assist in time entry and prebills preparation.
• Maintain a billable hour expectation of 600 hours annually.

Skills

Executive support

Calendar management

Discretion

Client communications

Team collaboration

Attention to detail

Legal terminology

Education

Bachelor’s degree or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Teams

OneDrive

Job description

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a Family Office Specialist to provide high level administrative and operational support to ultra-high-net-worth individuals and affiliated family office entities. This role involves managing a broad range of personal and business matters, including both billable and non-billable responsibilities, in a fast paced, service driven environment.

The ideal candidate is a proactive professional who exercises sound judgment, discretion, and professionalism in managing confidential and complex responsibilities, and effectively coordinates day-to-day activities and long-term priorities with a high level of organization and attention to detail.

This role is based in the Newport Beach office and requires regular onsite attendance.

Key Responsibilities:

• Serve as a client facing point of contact to ultra-high net worth individuals and affiliated family office entities, delivering a high touch service experience through professional communication, responsiveness, and attention to detail.
• Support client relationship management and related business development activities within the Family Office practice, including confirming client appointments, leaving voicemail messages when necessary, sending follow-up confirmation emails, and assisting attorneys with the coordination and preparation of client meeting materials, documents, and correspondence.
• Create and maintain spreadsheets, prepare PowerPoint presentations, draft email correspondence, and proofread documents to ensure accuracy, proper formatting, and completeness of all attachments, exhibits and enclosures.
• Provide support for trust and estate planning, trust administration, and family office matters under attorney supervision, including drafting documents, preparing and organizing materials, and providing related legal assistance.
• Monitor incoming communications, including e-mails, Microsoft Teams activity, and phone messages, while exhibiting the utmost responsiveness to others of efficient handling in real time.
• Provide sophisticated calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day operations. Effectively communicate upcoming commitments and responsibilities, follow up with reminders as appropriate.
• Arrange conference space and amenities for internal and external meetings in firm offices or off-site venues. Help prepare for internal and client meetings by compiling reports, legal data and presentations.
• Arrange complex and detailed travel plans, create itineraries and agendas, and stay informed of travel dates, location and availability.
• Maintain complex filing system of saved e-mails, documents, files, and contacts to provide support on demand by pulling requested information or data.
• Assist in the preparation and submission of time entry and prebills as requested.
• Maintain a billable hour expectation of 600 billable hours annually.

Job Requirements:

• Bachelor’s degree or equivalent combination of education and relevant experience.
• Demonstrated abilities and skills typically gained through at least three years of executive support experience; experience within a law firm, particularly in a trusts and estates or comparable practice, is preferred.
• Proficient in Microsoft Office software programs, including Outlook, Word, Excel, PowerPoint, Teams, and OneDrive. Skilled at preparing professional client materials with charts and data using Office applications.
• Proficiency in converting and manipulating content across multiple formats, including Excel, Word, PDF, PowerPoint, and multimedia files, to produce documents or presentations.
• Ability to maintain professionalism, strict confidentiality, and discretion in handling materials and communicating effectively with firm client representatives, firm personnel, and external business contacts at all levels, whether by phone, email, or in person.
• Ability to manage time well and prioritize when facing a multitude of tasks with varying deadlines; handle matters expeditiously, with attention to detail and accuracy, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Ability to work collaboratively in a team-oriented environment while managing both billable and non-billable responsibilities.
• Strong grammar, spelling, vocabulary, and language skills are necessary, with a recommended understanding of basic legal and financial terminology.
• Ability to learn concepts and processes quickly, while keeping calm in the face of tight turnaround times and keeping operations smooth and efficient.
• Ability to exercise independent judgment, including when managing active calendar and resolving calendar conflicts.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

The pay range for this role accounts for the wide range of factors considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. For applicants physically based in Newport Beach, a reasonable estimate of the current range is $34.50 - $60.10 hourly. Actual pay will be determined based on skills, relevant experience and other job-related factors, consistent with applicable employment laws.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.