Family Office Coordinator

ICBD•Fort Lauderdale, FL

About The Position

We are seeking a Family Office Coordinator (FOC) to support the Chairman and serve as a trusted operational hub within a confidential, fast-paced family office. This is a unique opportunity to work closely with an accomplished founder and an inner-circle team, ensuring the day-to-day rhythm of the office runs smoothly while priorities across business and personal needs stay aligned, organized, and executed with precision. The ideal candidate is polished, discreet, and relentlessly dependable, thriving in high-trust environments where details and confidentiality matter equally. They will coordinate complex logistics, manage sensitive information, support cross-functional partners (EA, household staff, drivers, security, and external vendors), and anticipate needs before they surface. This is a role for someone who brings calm, structure, and follow-through to a moving target, and who can shift seamlessly between strategic support and hands-on execution without needing the spotlight.

Requirements

Bachelor’s degree preferred; equivalent experience considered.
5+ years of experience in administrative coordination, executive support, or family office/household management.
Strong organizational skills and ability to manage multiple projects simultaneously.
Excellent written and verbal communication skills.
Proven ability to maintain confidentiality and exercise sound judgement.
Proficiency with Microsoft Office Suite, SharePoint, OneDrive, Dropbox, and COUPA (or similar expense management software).
Strong interpersonal skills with the ability to collaborate across diverse teams and stakeholders.
Flexibility to adapt to changing priorities and work outside standard business hours.

Responsibilities

Collaborate with accounting, finance, legal, and other key stakeholders on family office initiatives.
Manage special projects, including due diligence for asset purchases and residential renovations.
Oversee vendor management, handling accounts receivable, payables, and contract administration.
Provide additional support to the Chairman’s Office and household team as needed.
Receive direction from multiple stakeholders, prioritize effectively, and ensure strategic transparency.
Engage in special projects at the direction of the Office Team or Shareholder Services.
Prepare for in-person or online meetings: set up technology, direct stakeholders, confirm attendance, and provide refreshments.
Conduct meeting preparation, including confirming responsibilities and ensuring all materials are provided in advance.
Coordinate events with the corporate events team.
Plan and coordinate personal events including catering, décor, RSVPs, and other event-related details, leveraging corporate events support as needed.
Manage personal tickets for events, ensuring stakeholders and the Chairman have necessary access.
Maintain office supplies and manage digital documentation and filing systems (e.g., SharePoint, OneDrive, Dropbox).
Build and maintain a comprehensive office manual documenting workflow and responsibilities.
Manage accounts payable: prepare and submit weekly expense reports through COUPA for CEO, Chief of Staff, and CEO Office Team expenses.
Help maintain Chairman’s and family assets, including homes, planes, boats, cars, art, jewelry, books, and collectibles.
Coordinate with vendors to complete acquisitions and purchases of personal items on behalf of the Chairman and family.
Ensure cars, boats, and other assets are positioned and available as required.
Collaborate with the Chairman on personal and professional gifting programs: research, acquire, wrap, send, and track gifts.
Advance the Chairman on trips to ensure all details are managed prior to arrival.
Assist the Chairman’s family with personal needs, including travel arrangements, school-related tasks, and appointments.
Represent the Chairman and Chairman’s Office with professionalism, effectiveness, and kindness.
Protect the privacy of the Chairman and family with the utmost discretion.
Rotate weekend “on call” schedule with other members of the CEO and family.
Regularly perform weekend, early morning, and evening work as required.
Work as a contributing member of the Chairman’s Office team and assist with tasks or projects as needed.