Family Office Administrator

Berkshire Group, LLC•Boston, MA

About The Position

The Family Office Administrator serves as the operational backbone of the Krupp Family Office, ensuring that all administrative, financial, and logistical functions run smoothly across multiple family branches. This role supports the Krupp Family Office CFO/COO, the accounting team, and family principals with a broad mandate spanning quarterly meeting production, document management, accounts payable, vendor relations, and office operations. The ideal candidate combines the organizational rigor of a seasoned executive assistant with the discretion, autonomy, and financial literacy required to operate effectively within a family-invested enterprise.

Requirements

Ten or more years of experience providing executive-level administrative support, ideally within a family office, family-invested company, or real estate environment.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), with demonstrated ability to compile, format, and produce complex multi-source documents under deadline pressure.
Experience with accounts payable processing and basic financial administration; proficiency in property management accounting software (e.g., Yardi) preferred.
Strong document management skills, including building and maintaining organized filing systems for legal, financial, and corporate records.
Exceptional organizational skills with the ability to prioritize and manage multiple concurrent projects, deadlines, and stakeholder needs.
Outstanding written and verbal communication skills, including strong proofreading and editing abilities.
Demonstrated ability to exercise independent judgment, make sound decisions on business matters, and apply critical thinking without direct supervision.
Emotional intelligence and composure in high-pressure and sensitive situations, particularly when navigating family dynamics and confidential matters.
Ability to manage up effectively to senior management and interact professionally with family members, trustees, attorneys, and external advisors at all levels.
Negotiation skills for vendor and contract dealings.
Collaborative working style with a commitment to excellence in work product and a strong work ethic.
Proficiency and willingness to adopt new systems and processes.
Proven ability to maintain strict confidentiality of sensitive personal, financial, and legal information.
Develop productive working relationships with all team members including internal colleagues and external third parties.
High level of ethics and integrity with a straightforward and honest approach.
Flexibility to work extended hours during quarterly production cycles and other peak periods.
Bachelor's degree or equivalent professional experience.
Demonstrated ability to use and learn new technology (e.g., computers/hardware, mobile, software, cloud-based programs).
Proficiency with computers, keyboards, monitors, and telephone headsets.
Proficiency in Microsoft Office Suite (e.g., Word, Outlook, Excel, Teams, PowerPoint).

Nice To Haves

Prior experience in a multi-entity family office environment with exposure to trusts, LLCs, and related governance structures, preferred.
Experience developing and documenting internal systems, processes, and standard operating procedures, preferred.
Familiarity with board portal software (e.g., Diligent) and electronic signature platforms, preferred.
Understanding of the real estate industry sufficient to create and manage documentation, reports, and organizational charts for real estate and securities transactions, preferred.

Responsibilities

Coordinate and schedule quarterly stakeholder meetings, annual portfolio reviews, business plan sessions, budget reviews, tax projection meetings, and trustee-beneficiary meetings a year in advance, managing frequent rescheduling across family members, trustees, attorneys, and external advisors.
Own end-to-end production of quarterly stakeholder meeting books: establish timelines, collect reports from real estate operations, investment advisors, fund managers, and internal teams, and compile into a comprehensive, professionally formatted meeting package under strict deadlines.
Receive, review, edit, and reformat reports arriving in different formats, styles, and levels of completeness from multiple contributing entities; work with the controller to finalize internally generated reports for grammar, formatting, and accuracy.
Produce multiple tailored versions of meeting materials for different stakeholder groups (e.g., separate family branches, trustees, individual members), ensuring page numbering corresponds correctly across all versions—a manual process requiring close attention to detail, particularly when using board portal software that auto-renumbers pages.
Manage distribution of finalized materials via print (FedEx shipping for physical copies) and electronic delivery (board portal platform), ensuring each recipient receives the correct version in their preferred format.
Research, curate, and distribute relevant economic articles and supporting materials to meeting participants in advance of quarterly meetings to encourage informed discussion.
Proactively manage delays in incoming reports, communicate adjusted timelines, and ensure participants receive materials with at least one week of review time before the meeting.
Prepare meeting logistics: coordinate venue reservations, building security clearances, catering, A/V setup, and printed materials for in-person sessions.
Be available for extended work hours leading up to and during quarterly meetings to finalize materials and manage last-minute changes.
Schedule and coordinate additional recurring meetings including annual portfolio reviews, business plan presentations, budget reviews, tax projection sessions, and trustee-beneficiary meetings, distributing materials to participants in a timely manner.
Coordinate scheduling with external investment advisors for monthly and quarterly review meetings, involving family members and trustees, with frequent rescheduling.
Facilitate timely receipt and distribution of quarterly investment reports to family members and Family Office staff.
Manage ad-hoc meeting requests and ensure supporting materials are prepared and available.
Provide administrative support to the CFO/COO, accounting team, and family members, including extensive document editing, report generation, and assistance compiling compliance and other reports.
Actively manage calendars for the Family Office team, adapting to frequent changes from family members, affiliated entities, trustees, and other stakeholders across multiple time zones.
Serve as the primary point of contact for family members, business associates, and service providers, ensuring smooth and timely communication.
Serve as a reliable backup for family needs across multiple branches during absences or schedule gaps.
Coordinate and schedule all travel arrangements and process expense reporting.
Anticipate workflow timelines and alert colleagues to upcoming reporting and meeting deadlines. Maintain a master calendar of recurring obligations throughout the year.
Maintain and continue to develop a comprehensive library of legal and organizational documents across all entities (trusts, LLCs, personal, and corporate), ensuring accurate filing and timely updates.
Ensure secure handling, storage, and retrieval of sensitive documents, contracts, and financial records, maintaining strict confidentiality and compliance standards.
Coordinate signature workflows (electronic and ink) for legal and internally generated documents, working closely with affiliated teams on complex real estate transactions, as well as trustees and attorneys regarding tax, distributions, and investments. Coordinate delivery of executed documents and file in the document library.
Maintain onsite storage of hard-copy documents and assist in locating and digitizing historical information as needed.
Create and maintain organizational charts for real estate and securities transactions.
Process all invoices for the Family Office entities through the property management accounting system (Yardi), allocating payments to the appropriate entity.
Work closely with affiliated accounts payable teams and external vendors to manage payment timelines and resolve delinquencies.
Track, reconcile, and report expenses as needed.
Liaise with accountants, attorneys, tax preparers, trustees, and other professional advisors on behalf of the family principals.
Negotiate contracts and manage relationships with vendors and service providers.
Coordinate meeting space reservations, building security clearances, and facility needs.
Manage day-to-day office operations including supply inventory, equipment maintenance, service calls, and building work orders.
Order and maintain office snacks, beverages, and kitchen supplies; unpack deliveries and break down shipments for disposal; respond to colleague feedback on shared amenities.
Coordinate catering and logistics for onsite meetings, including setup and cleanup.
Ensure common areas, conference rooms, and shared spaces are maintained and meeting-ready.
Troubleshoot IT and A/V issues in meeting spaces independently, engaging helpdesk support when necessary.
Sort and distribute incoming mail; manage outgoing shipments and deliveries.
Conduct ad-hoc research and support special projects as directed by the principals.
Consistently demonstrate tact, discretion, and sound judgment in all interactions.