A newly established Trustee Office in prime-central London seeks a meticulous and discreet Assistant/Bookkeeper to provide essential support.
THE ROLE
The Trustee Office was created in January 2024 following the appointment of the Head of Trustee Office. Now that the Head of Trustee Office is established in their role, the trustees would like to introduce some support.
The individual will predominantly be physically located within the finance team of the underlying property business at their prime-central London offices. Appropriate steps will be taken to ensure that the trustee office work remains private and confidential from the wider team, given the sensitivity of the information to which they will be privy.
The Trustee Office Assistant/Bookkeeper will report to the Head of the Trustee Office who will review their performance.
DETAILED JOB SPECIFICATION FOR THE TRUSTEE OFFICE ASSISTANT/BOOKKEEPER
* Supporting the Head of Trustee Office in fulfilling her responsibilities to the main beneficiaries, the Trustees and Directors, particularly in respect of more routine items such as recurrent payments (life insurance premia).
* Assisting with the day-to-day management of diaries, travel arrangements, and scheduling meetings and calls, circulating doodle polls. Planning on-site and off-site lunches, dinners, and other business events, including arranging venues, access, cuisine, and entertainment to suit the attendees’ needs.
* Assisting with the coordination of documents for execution by the Trustees and others where necessary.
* Assisting with payment entry of administrative expenses of the Trust Office and Trustees.
* Assisting with the bookkeeping of the Trusts and corporate entities.
* Maintaining the investment ledgers.
* Assisting with company secretarial duties for the various corporate entities.
* Assisting with maintaining invoice logs.
* Document management i.e. uploading documents to the data-room, downloading bank statements and investment portfolio reports.
* Assisting the Head of Trustee Office with projects e.g. the potential future implementation of accounting software.
* Any other ad-hoc duties required to ensure the smooth running of the Trust Office.
* Assisting with bank account administration e.g. account opening forms.
* Family Office administrative assistance to family members as required.
DUTIES TO THE TRUSTEES OF THE MAIN SETTLEMENT
* Arranging, attending, and minuting trustee-related meetings, including assisting with the preparation of agendas and circulation of document packs as required. Maintaining meeting records.
* Arranging the annual trustees’ dinner with the head of the family and trust lawyers.
DUTIES TO THE CORPORATE ENTITIES
* Arranging corporate adviser and director meetings, including the preparation of agendas and minutes and circulation of document packs as required.
EXPECTED SKILLS & EXPERIENCE
Candidates for this role should be:
* Part qualified as an accountant, qualified by experience, or hold an AAT qualification.
* Discreet and mindful of confidentiality.
* Administrative assistant experience e.g. diary management, minute taking.
* Proficient user of Microsoft Excel, Word, and PowerPoint.
* Good oral and written communication skills with an ability to engage with advisers (lawyers, banks, accountants, and asset managers) and family members with professionalism and discretion.
Preferred but Not Essential Experience:
* Trust administration experience.
* Family office experience.
* Experience of implementing accounting software.
* Company secretarial experience.
If you would like to find out more about the role, please send a (preferably Word) copy of your latest CV to Reuben Huchard at reubenh@agreusgroup.com.
REF: AGR 952
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