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Director of Administration and Operations (Family Office)

Confidential Jobs

Mundelein, IL

Job Description

The Director of Operations and Administration will oversee and manage the day-to-day operational, administrative, and compliance functions of the family office. This includes vendor and provider relations, estate and succession recordkeeping, property and philanthropic management, bill payment and records administration, and legal and regulatory compliance support. This role requires a highly organized professional with strong administrative acumen, sound judgment, and discretion to ensure the seamless execution of the family's day-to-day operational needs.

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Administrative Operations

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  • Manage timely payment of invoices and expenses
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  • Maintain organized, accurate records of financial transactions and communications
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  • Maintain organized files and records across all family office functions
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  • Coordinate review and renewal of contracts and invoices for accuracy
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Provider and Vendor Management

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  • Identify and engage service providers (legal, tax, insurance, other professionals)
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  • Monitor and evaluate provider performance
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  • Serve as central point of contact for all service providers
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Estate and Succession Recordkeeping

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  • Maintain detailed records of wills, trusts, and related legal structures
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  • Coordinate with estate attorneys/advisors to keep documents current and organized
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Property and Philanthropic Management

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    \n
  • Oversee family property management (bills, insurance, recordkeeping)
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  • Hire/supervise property maintenance and household staff
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  • Support philanthropic initiatives and charitable contribution tracking
    • \n
  • Support administration of family foundations and charitable trusts
    • \n
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Legal and Regulatory Compliance Support

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    \n
  • Help ensure operations comply with relevant laws/regulations
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  • Coordinate with legal advisors on administrative aspects of legal matters
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Coordination and Communication

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    \n
  • Central point of contact for service providers
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  • Facilitate communication between family and external advisors
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  • Support scheduling, meeting prep, and follow-through
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Vacancy posted 9 days ago
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