Family Office Operations Specialist

Love's Travel Stops & Country Stores•Oklahoma City, OK

3h•Onsite

About The Position

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.

Requirements

High School degree or equivalent required
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
Proficient in using Office 365 products to include SharePoint and excel
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.

Nice To Haves

Bachelor’s Degree preferred

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