Family Office Administrator

We get it — job hunting is the worst.

But it only takes one application to finally find your work home.

So here’s why this ad is actually worth your time…

Because we’re not looking for “just an assistant.”

This is a high-trust leadership role supporting a true power couple across multiple businesses, assets, and day-to-day operations — from financial organization to life logistics (yes, sometimes in the same hour… welcome to the fun).

This role is where all of your powerhouse organizational skills come together into one seamless (and satisfying) workday. And we have a feeling you’re going to love it here…

• Long-term, put-down-roots kind of place? ✅
• Hybrid mix of work-from-home plus in-person? ✅
• Full benefits package with health/dental/life/401k? ✅
• Working alongside people you can trust — and actually enjoy? ✅

If you love bringing order to complexity, staying one step ahead, and being the person everyone quietly relies on… you just found your people.

And friend… we NEED you. Like “where have you been all our lives?” kind of need.

About Us

We are the team behind VIP Marinas — a growing portfolio of marina properties and related businesses across multiple states.

This role supports the company’s owners across both business and personal entities, including aviation, yacht/charter, real estate, and personal financial management.

Translation: there are a lot of moving pieces… and we’d love your help keeping them beautifully organized.

A Quick Reality Check

This role is not for everyone.

• If you prefer clearly defined, repetitive tasks — this may feel overwhelming
• If you don’t enjoy detail-oriented work — this can feel exhausting
• If you need constant direction — this may become frustrating

But…

If you love creating structure, managing moving pieces, and being the calm, reliable force behind a busy and evolving environment — you’ll thrive here.

What This Role Really Looks Like

On any given week, you might:

• Reconcile accounts and keep financial records clean and organized
• Track subscriptions, renewals, and deadlines (nothing slips on your watch)
• Organize tax documents so everything is ready when needed
• Maintain digital and physical filing systems that actually make sense
• Coordinate with attorneys, CPAs, or service providers
• Help manage calendars, reminders, and communications
• Support a yacht charter business with logistics (yes, it’s as fun as it sounds)
• Handle local errands or on-site needs

Some days are structured.
Some days are unpredictable.

And you’re the person who keeps everything afloat — pun absolutely intended.

Our Ideal Candidate

You are someone who:

• Is exceptionally organized — you naturally build systems, lists, trackers, and probably color-code them
• Has a strong attention to detail (you notice the extra space in a file name… and fix it)
• Takes ownership — you don’t wait to be told what to do
• Communicates clearly, calmly, and professionally (bonus points if your e-mails/texts get things done AND make us smile)
• Is comfortable working independently and managing your own priorities
• Understands discretion and handles sensitive information with care
• Enjoys supporting others and takes pride in being the reliable “go-to” person
• Is comfortable helping organize and prioritize for two very busy owners — and is confident enough to keep us on track when needed
• Is steady and adaptable when priorities shift
• Can handle both the mundane and the unexpected without frustration
• Loves organizing things other people find overwhelming
• Naturally thinks: “There has to be a better system for this”
• Keeps your own life (and maybe your friends’ lives) unusually organized
• Notice small details that others miss — and it bothers you until it’s fixed
• Enjoy being the person behind the scenes making everything run seamlessly
• Get real satisfaction from crossing things off a list and bringing order to chaos

Skills You’ll Need to Succeed:

• Strong working knowledge of QuickBooks Online (or similar bookkeeping tools)
• Confidence reconciling accounts and managing multi-entity financial records
• High proficiency in Excel (sorting, tracking, basic formulas — nothing fancy, but very comfortable)
• Ability to create and maintain organized systems (files, trackers, workflows)
• Strong written communication (you’ll help draft and manage important communications)
• Strong proficiency in AI and automation tools

Bonus points if you:

• Have experience supporting high-net-worth individuals or family offices

Logistics

• Location: Palm City / Stuart, FL (must be local — no relocation candidates, please!)
• Hybrid: Primarily remote with regular in-person support as needed

To Apply

Please e-mail lynn@vipmarinas.com with the Subject Line: “VIP Team, I’m the one!”

• A short introduction that helps us understand what makes you “you”
• Your resume (PDF format)
• Answers to the following questions:
• Tell us about a time you created a system to organize something messy or complex. What did you build?
• Tell us about a time you missed something important — what happened, and what did you learn?
• What tools, apps, systems, or AI tools do you personally use to stay organized and keep everything running smoothly?
• What’s your favorite memory on a boat, at a marina, or on the water?

Pay: $70,000.00 - $85,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Executive Administration / Family Office: 3 years (Required)

Location:

• Palm City, FL 34990 (Required)

Work Location: In person