About Vantage

 Vantage Deluxe World Travel is the leader in adventure travel for thirty-five years.  Since 1983, Vantage Deluxe World Travel develops and delivers memorable travel journeys on seven continents whether on land, riverboats or small ships.

 Vantage Deluxe World Travel is a $300 million, state-of-the-art direct marketer of travel to the affluent mature market. When you join the Vantage team you become part of a global company, headquartered in Boston, with eight regional offices around the world. Our worldwide teams work together to provide exciting, culturally enriching travel programs to destinations on all seven continents, including on our European river cruise fleet. Since 1983, more than 400,000 travelers have joined us to see the world.

Executive Family office Assistant

 This is an outstanding opportunity to work for a family office with a diverse portfolio of personal assets which include real estate, retail, and a yacht.  The candidate will report to the COO/ CIO of the family office and will be responsible for assisting the family office with managing their personal assets, coordinating the day-to-day demands of the family business, manage all scheduled activities for the family and philanthropic work. Including booking and coordinating flights, hotels, car services, optional tours. The Executive Assistant will work closely with Directors and family members to manage the family expenses and calendar of activities.

Responsibilities

• Ensure all appointments are entered timely and accurately on the Outlook Calendar and coordinate the scheduling of personal appointments to ensure that there is no conflict with business appointments.
• Update and maintain contact and address databases.
• Coordinate all travel plans including air, hotel, ground transportation, funding, visa requirements, passports and the overall itinerary for the family and any guests.
• Maintain personal finance and property administration including but not limited to; boat expense, insurance, investment and tax files, personal and company vehicles, electronic equipment, vendor schedules, personal and corporate credit cards, real estate assets.
• Assist Family Office controller/ investment officer with accounting duties including bookkeeping, reconciliations, and accounts payable.  Setup bills, pay bills, and liaison with vendors. (QuickBooks)
• Assist Family Office with month end close including uploading statements and completing checklists. (build monthly reporting package)
• Organize/Coordinate charitable foundation events and details as well as donations from Vantage executives and vendors on behalf of the family foundation
• Process daily administrative and schedule support to ensure efficient management of family matters. Schedule doctors’ appointments and reminders.  (Access family email while traveling)
• Communicate with private yacht captain to verify chartering schedule and handle any maintenance issues.
• Inventory and create system for items others might need to access (i.e. safety lock box keys, extra house keys, etc.) Maintain family storage facility monthly.
• Provide daily administrative and schedule support to ensure efficient management of family matters
• Be ready to assist the family office with any other relatable task asked of you

Qualifications

• 5-10+ years of experience is a must 
• Experience with travel bookings and arranging for domestic and international travel. Ability to handle personal travel scheduling for family members and guests is a must
• QuickBooks Online is a must
• Knowledge of Microsoft office is a must
• Strong calendar management skills;
• Ability to manage highly confidential matters;
• Organization skills;
• Be a creative problem solver;
• Be a proactive, self-starter with the ability to work independently most of the time;
• Be structured and mature;
• Well suited to thrive in a fast paced and detailed environment;
• Fast learner, organized and follows up on tasks to ensure completeness;
• Must have flexible availability for contact in the event family is traveling and must reach out at later hours. 
• High ethics, integrity and humility;
• Excellent communication skills – able to represent the family professionally both verbally and written, with family, friends and professional acquaintances as well as interface with senior and executive level management;
• Strong computer/technical skills; experience with iPhone/iPad, PC and Outlook a must.
• Be responsible for on-time and accurate payment of all invoices related to all real estate and family office matters

Equal Opportunity Employer

 Vantage Travel is an equal opportunity employer; applicants are considered for all roles without regard to race, color, religious creed, gender, gender identity, national origin, citizenship status, age, physical or mental disability, sexual orientation, marital, parental, veteran or military status, unfavorable military discharge, or any other status protected by applicable federal, state or local law.