Job Description

ProspectBlue has partnered with a private family office and is seeking a highly polished and dependable Front Desk & Office Services Coordinator to oversee the day-to-day reception experience and provide administrative support across the office.

This individual will be the welcoming face of the organization and will interact regularly with family members, principals, visitors, executives, employees, and outside service providers. Success in this position requires excellent interpersonal skills, strong organization, initiative, and an unwavering commitment to confidentiality.

The ideal candidate takes pride in maintaining a refined and professional office environment, anticipates needs before they arise, and can confidently manage competing priorities in a discreet, service-focused setting.

What You'll Do

Front Desk & Visitor Experience

• Serve as the primary point of contact for everyone entering the office, providing a warm, professional, and highly attentive welcome.
• Answer incoming telephone calls, direct inquiries appropriately, and accurately document messages.
• Maintain reception, conference rooms, kitchen, and shared spaces to a consistently clean, organized, and presentation-ready standard.
• Accept and distribute mail, packages, and deliveries while coordinating outgoing shipments, couriers, and other deliveries.

Office Administration & Coordination

• Coordinate meetings and conference room schedules, including catering and arrangements for office celebrations and special occasions.
• Assist with calendar coordination and general administrative scheduling when needed.
• Prepare, edit, proofread, and format correspondence, memoranda, presentations, and other internal materials.
• Monitor office and kitchen inventory and ensure supplies are ordered and replenished in a timely manner.
• Serve as the primary point of contact for off-site storage and records-related needs.
• Support Executive Assistants with board meetings, including preparing meals, snacks, and beverages.
• Assemble and bind board meeting materials.
• Provide administrative assistance to executives, family members, and employees during periods of increased workload.
• Coordinate occasional errands and other service-related requests.
• Assist with bank reconciliations, scanning tax workpapers, and other administrative accounting responsibilities as needed.
• Help prepare the office for new employees by coordinating workspace supplies and setup.
• Take on additional responsibilities and special projects as requested.

Confidentiality & Professional Standards

Because this position operates within a private family office, discretion is essential. The successful candidate will:

• Protect confidential information involving family matters, financial affairs, schedules, and personal information.
• Demonstrate exceptional tact and professionalism when handling sensitive or high-pressure circumstances.
• Independently assess priorities, make appropriate decisions, and know when an issue should be escalated.
• Maintain a composed, courteous, and service-oriented approach with both internal and external contacts.
• Consistently represent the family office with professionalism and sound judgment.

Qualifications

• A minimum of 5 years of experience in reception, front-office administration, office coordination, or a similar professional environment.
• Experience in a family office, private wealth, law firm, financial services organization, or luxury hospitality environment is strongly preferred.
• Equivalent professional experience may be considered in lieu of specific educational credentials.
• Strong working knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with scheduling or office-management systems is a plus.
• Excellent written and verbal communication skills.
• Exceptional attention to detail, organization, and follow-through.
• Proven ability to safeguard confidential and sensitive information.
• Professional demeanor and interpersonal skills appropriate for working with high-net-worth individuals, families, executives, and their representatives.

Ideal Candidate

The strongest candidates will demonstrate:

• Integrity and discretion when handling confidential matters
• Polished professionalism and confidence in a high-touch environment
• Strong organization and the ability to manage multiple priorities
• Initiative and resourcefulness with minimal supervision
• Excellent judgment and an ability to recognize what requires immediate attention
• A service-minded attitude and composure when circumstances become demanding
• Reliability and flexibility in responding to changing office needs

Work Schedule & Environment

This is a full-time, on-site position located at the family's primary office.

Schedule: Monday through Friday, 8:15 AM–5:15 PM

The position involves extended periods seated at the reception desk as well as occasional light lifting associated with mail, packages, and office supplies. Professional business attire is required.