DESCRIPTION

The firm operates as a single-family office serving a multi-generational Chicago real estate family. The office acts as the investment advisor to a private trust company and multiple family members. In addition to investments, the family office offers many services accounting, tax, insurance, property management, concierge services and philanthropy for family members, trusts, and foundations.

RESPONSIBILITIES

The candidate will be responsible for administering the philanthropic activities for multiple family member foundations. The role will include working closely with family members and recipient organizations. The candidate will also manage the administrative aspects of the office to ensure the office functions smoothly. The role will report to the Director of Risk Management and may assist the Director with other projects as needed.

Philanthropy

• Process personal and private foundation contribution requests and track all donations and pledge commitments using the Blackbaud Grantmaking program and Excel spreadsheets.
• Prepare letters and gift acknowledgment forms for mailing with contribution checks.
• Create and distribute quarterly and annual contribution reports to family members.
• Communicate with family members when pledges are due and obtain necessary approval.
• Maintain good working relationships with charitable organizations.
• Work closely with the accounting, investment operations and tax teams to ensure funds are in place and checks are issued from appropriate accounts.

Office Administration

• Work with staff members and outside vendors relating to all areas of office operations and approve and process related invoices.
• Obtain vendor/contractor Certificates of Insurance as required by the building management.
• Field requests from staff members and work closely with the building management and security staffs regarding maintenance and tenant issues.
• Assist HR with new hires and employee departures (business cards, key cards, phones, stationery, tenant info and desk setups)
• Assist with special projects as needed (i.e., office relocation, shredding and scanning).
• Order office and grocery supplies and maintain kitchen and common areas.
• Sort and distribute mail.

PROFESSIONAL BACKGROUND

• The successful candidate will have 5-7 years of experience in accounts payable or as an executive assistant.
• Strong communication skills, work ethic, significant attention to detail, ability to be a self-starter and a respectful approach are desired personality traits.
• A strong understanding of Microsoft Excel and Word is required. Knowledge of Blackbaud Grantmaking program is a plus.
• The candidate will also be expected to work well in a team environment in a small office.
• Confidentiality and respect for family members’ privacy are required.

EDUCATIONAL BACKGROUND

• A Bachelor’s degree is required.