Client is a family office and investment firm located in Boston, MA, with satellite offices in Santa Barbara and St. Helena, California. The company manages U.S. and global assets on behalf of a single family, and oversees the family’s financial, estate and income tax planning and compliance.  The work environment is a collegial, collaborative, and dynamic environment; committed to providing employees with a rewarding work experience and the utmost professionalism. This position is based in Boston.

Position Description:

This individual will act as the lead for organizing and maintaining all matters related to legal and governance. The candidate will serve as staff to the Fiduciary Committees, participate in annual governance meetings and act as a point person with the outside institutional trustee.  This position requires managing a set of existing routine responsibilities (such as fiduciary meetings) as well as one-off, special projects (such as a specific estate planning project). Additionally, the position involves other administrative matters typical in a well-run family office. This person will report to the Chief Investment Officer and the Director of Finance; as well as work closely with the Trust Protector and company’s outside counsel.

Profile:

1.       10+ years’ experience as an administrator at a family office and/or law firm.
2.       Working knowledge of family offices, family trusts and other entity structures.
3.       Bright and curious.
4.       Thoughtful, gracious, and loyal.
5.       Essential understanding of privacy, discretion, and confidentiality.
6.       Self-starter and entrepreneurial.
7.       Comfortable with deadlines and managing multiple projects.
8.       Desire to continuously improve analytic processes.
9.       Supportive in a team environment.

Required Skills:

1.       Strong organizational facility and attention to detail.
2.       Familiarity with a range of legal documents, from Trusts to NDAs.
3.       Ability to produce checklists for projects.
4.       Paralegal work preferred, but not required.
5.       Notary Public in Massachusetts a plus.
6.       Experience with records management/document sharing and security (Sharepoint, etc).
7.       Expertise with Microsoft Office Products.
8.       Excellent writer and skilled in producing meeting minutes.
9.       Quickbooks experience desired.

Range of Responsibilities include:

• Oversee, implement, and maintain comprehensive documents /records management strategy for both paper and digital documents as pertains to legal and other documents.  Update architecture and permissions.  Includes understanding cloud-based solutions.
• Ability to manage the closing process on legal related projects including:
• Arranging for document execution and circulation.
• Preparing closing binders.
• Working on strict deadlines.
• Assist Human Capital and Economic Stewardship Committees (fiduciary), including preparation for in-person and telephonic meetings.
• Serve as liaison with outside professional firms (legal, accounting, valuation, etc.) for key documents.
• Take and generate minutes at fiduciary, governance, and other meetings.
• Draft, update and manage Management Fee Agreements, Amendments, Third Party Contracts, NDAs, and other documents.
• Maintain and update the following categories of documents:
• Related to Trusts, Entities, Corporations and LLCs:
  • Annual governance process and documents.
  • Records management and safekeeping.
  • Fact Sheets.
  • Trust Summaries.
  • Entity Charts.
• Governance charts/spreadsheets.
• Closing binders for transactions (real estate; planning transactions; loans, etc.) as well as business purpose and transaction Summary Sheets.
• Maintain active tickler system and administer all annual/periodic state and local filings, renewals, and registrations.
• Maintain asset titling for real assets, collections, personal property and other holdings.
• Administer family foundation including compliance and interface with philanthropic organizations; collaborate with accounting
  for budgeting, cash flow and gift tracking.
• Contribute to overall family office administration including office management chores.
• Support Owner/President with a range of family related confidential functions.
• Support CIO with maintenance of investments files and documents.
• Provide targeted research on a variety of topics including finding articles related to a specific investment idea, information on
  501c(3)s, bios on individuals, etc.
• Oversee other agreements and renewals, including vendors, real estate, and equipment leases.
• Maintain timeline of Key Dates.