Shareholder Project Coordinator

MidFirst Bank•Oklahoma City, OK

About The Position

Based in Oklahoma City, the Shareholder Project Coordinator supports Shareholder Services, Family Office operations, and aviation activities as needed. The role reports to the Family Office COO and provides project, administrative, and operational support across the Family Office. The coordinator organizes information, tracks deadlines and follow-up items, prepares business materials, and works with internal teams, shareholders, advisors, and vendors. Responsibilities include coordinating projects and daily priorities, preparing reports and meeting materials, maintaining records, conducting research, supporting document execution, and improving administrative processes. The role also provides executive support to the COO and assists with aviation expenses, records, reporting, and vendor coordination, including occasional support at the hangar.

Requirements

At least 3 years of relevant experience in project coordination, executive support, family office, professional services, or a similar role.
Proficiency in Microsoft Outlook, Excel, Word, Teams, and PowerPoint.
Strong organizational, communication, analytical, and project-management skills.
Ability to manage multiple priorities and independently follow projects through completion.
Professional, discreet, detail-oriented, and service-minded approach.
Strong initiative, judgment, and problem-solving skills.
Flexibility and comfort handling a mix of administrative, project, and operational responsibilities.

Nice To Haves

College degree preferred.

Responsibilities

Support projects and day-to-day priorities of the Shareholder Services office.
Coordinate projects involving Family Office personnel, advisors, and vendors.
Track deadlines, action items, deliverables, and outstanding requests.
Prepare reports, presentations, spreadsheets, correspondence, and meeting materials.
Organize records and information and assist with document management.
Conduct research and assist with special projects.
Coordinate signatures, document execution, and requests from attorneys, tax advisors, banks, and other professionals.
Help improve administrative processes, tracking systems, and office organization.
Provide administrative and project support to the COO.
Assist with calendars, scheduling, meetings, and follow-up.
Coordinate communication and projects across departments and outside parties.
Handle confidential information with discretion and sound judgment.
Process aviation expenses, invoices, and vendor payments.
Maintain aviation records and assist with aircraft usage and operational reporting.
Coordinate administrative matters with aviation personnel and vendors.
Provide occasional support at the hangar as needed.