Family Office Operations Specialist

Family Office Operations Specialist

Location:

Oklahoma City, OK, US, 73120 Req

Benefits:
Fuel Your Growth with Love's - company funded tuition assistance, Paid Time Off, 401(k) – 100% Match up to 5%, Medical/Dental/Vision Insurance after 30 days, Competitive Pay Career Development

Basic

Purpose:

The Family Office Operations Specialist will lead and execute a wide range of confidential projects for the family office, and provide high-level administrative, operations, and project coordination support to senior leadership of private foundations supported by the Family Office. This individual must be resourceful, have exceptional organizational skills, be service-oriented, use good judgment, demonstrate appropriate business etiquette, and maintain confidentiality. This person will support estate and property administration, vendor coordination, financial and records administration, and must also demonstrate initiative, effectively balance competing priorities with minimal supervision, and anticipate needs to resolve issues proactively.

Major Responsibilities:

• Coordinate day-to-day family office operations, including estate management, financial reconciliation related administrative priorities within the Family Office
• Serve as a key point of contact for assigned family office matters projects, ensuring follow-through, coordination, and timely resolution driving progress and delivering results with minimal supervision and follow-up
• Track and prioritize multiple family office key initiatives, ensuring deadlines, service needs, and follow-ups are met in a fast-paced environment
• Support family personal estate management, including oversight of purchases, service providers, contracts and property-related records
• Coordinate communication with tenants, property managers, and contractors to ensure smooth operations and timely resolution of issues
• Manage complex calendars and coordinate scheduling meetings, appointments and travel arrangements for senior leadership of private foundations supported by Family Office
• Serve as professional liaison with internal and external contacts on primary point of contact in communication on behalf of senior leadership of private foundations supported by the Family Office
• Establish and manage document retention and filing processes to ensure organizational records are maintained, stored, and disposed of in accordance with applicable legal requirements
• Prepare, edit, and format correspondence, reports, presentations, meeting materials, and other confidential documents
• Coordinate and support board and committee meetings for private foundations supported by the Family Office, including preparing agendas, materials, and taking meeting minutes
• Process expenses and invoices, oversee and maintain basic financial tracking and reconcile and prepare accurate financial reports as needed
• Develop, implement and refine standard operating procedures to ensure efficiency and accuracy in record keeping, documentation and reporting
• Coordinate cross-functional family office needs, including events, projects and personal engagements
• Maintain and update repository of personal records for family members
• Serves as back-up point of contact for owners and family members on confidential dealings
• Serve as back-up for executive assistants to family members, including calendar, travel and communications coordination
• Serve as back-up point of contact for family staff, including housekeepers, nannies, etc. and assist with scheduling and compensation administration
• Provide on-call support to family members
• Maintain a strong understanding in-depth knowledge of family member preferences, service expectations, and operating protocols
• Assist with family events and communications, i.e. family retreats, family dinners, meetings and other special projects as assigned
• Other duties assigned as needed

Education and Experience:

Education:

High School degree or equivalent required Bachelor's Degree preferred

Experience:

2+ years of experience in family office, or executive support preferred Demonstrated experience of independently managing complex projects to completion Proven experience in managing and resolving customer service concerns and implementing successful customer service solutions

Skills and Physical Demands:
Hard

Skills:

Proficient in using Office 365 products to include SharePoint and excel

Soft Skills:

Strong people and management skills. Conscientious, dependable, organized, detail oriented, resourceful, proactive, self-motivated, and trustworthy individual who can handle information with absolute confidentiality and professionalism. Strong oral and written communication skills. Typical Physical Demands:
Requires prolonged sitting, some bending and stooping Occasional lifting up to 25 pounds Manual dexterity sufficient to operate a computer keyboard and calculator Requires normal range of hearing and vision Requires on-call availability and evening/weekend work Requires occasional travel between family properties, vendor locations and events

Our…