Family Office Secretary Klay Consultants

The Family Office Secretary provides comprehensive administrative, clerical, and coordination support within a highly confidential and personalized environment. The role involves managing personal and corporate records, scheduling, correspondence, document control, and liaising with service providers, lawyers, banks, and governmental authorities on behalf of the family and its entities. The candidate must be discreet, organized, and presentable, with the ability to handle sensitive information with complete confidentiality and diplomacy.

2. Key Responsibilities

A. Administrative Support

• Manage day-to-day administrative operations of the family office.
• Handle scheduling and calendar management for family members and the family office executive(s).
• Organize domestic and international travel arrangements, visa processing, and protocol coordination.
• Maintain personal and corporate records, contracts, and documentation in a secure and organized filing system.

B. Secretarial & Document Management

• Prepare and draft correspondence, legal forms, and business letters for review and execution.
• Coordinate document signing, notarizations, attestations, and submissions to government departments (e.g., DLD, DIFC, RERA, MOFA, embassies).
• Maintain registers, filing systems, and document trackers for all personal and corporate matters (including real estate, investments, and legal entities).
• Serve as a liaison between the family, legal advisors, financial institutions, investment managers, and service providers.
• Coordinate with external offices, embassies, banks, private wealth teams, auditors, and legal representatives as instructed.
• Receive, prioritize, and respond to internal and external communication, ensuring timely action or escalation.
• Assist in managing confidential matters including property documents, financial reports, trust documentation, and succession planning records.
• Handle sensitive information with absolute discretion in accordance with privacy obligations and fiduciary standards.
• Organize family and business events, personal functions, and private gatherings as required.
• Coordinate logistics, hospitality, and special requests discreetly and efficiently.