Private Wealth Client Specialist

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a Family Office Specialist to provide high level administrative and operational support to ultra-high-net-worth individuals and affiliated family office entities. This role involves managing a broad range of personal and business matters, including both billable and non-billable responsibilities, in a fast paced, service driven environment.

The ideal candidate is a proactive professional who exercises sound judgment, discretion, and professionalism in managing confidential and complex responsibilities, and effectively coordinates day-to-day activities and long-term priorities with a high level of organization and attention to detail.

This role is based in the Newport Beach office and requires regular onsite attendance.

• Serve as a client facing point of contact to ultra-high net worth individuals and affiliated family office entities, delivering a high touch service experience through professional communication, responsiveness, and attention to detail.
• Support client relationship management and related business development activities within the Family Office practice, including confirming client appointments, leaving voicemail messages when necessary, sending follow-up confirmation emails, and assisting attorneys with the coordination and preparation of client meeting materials, documents, and correspondence.
• Create and maintain spreadsheets, prepare PowerPoint presentations, draft email correspondence, and proofread documents to ensure accuracy, proper formatting, and completeness of all attachments, exhibits and enclosures.
• Provide support for trust and estate planning, trust administration, and family office matters under attorney supervision, including drafting documents, preparing and organizing materials, and providing related legal assistance.
• Monitor incoming communications, including e-mails, Microsoft Teams activity, and phone messages, while exhibiting the utmost responsiveness to others of efficient handling in real time.
• Provide sophisticated calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day operations. Effectively communicate upcoming commitments and responsibilities, follow up with reminders as appropriate.
• Arrange conference space and amenities for internal and external meetings in firm offices or off-site venues. Help prepare for internal and client meetings by compiling reports, legal data and presentations.
• Arrange complex and detailed travel plans, create itineraries and agendas, and stay informed of travel dates, location and availability.
• Maintain complex filing system of saved e-mails, documents, files, and contacts to provide support on demand by pulling requested information or data.
• Assist in the preparation and submission of time entry and prebills as requested.
• Maintain a billable hour expectation of…