Executive Operations & Family Office Manager

Job Description

Job Description

Our client is seeking a highly organized, detail-oriented Executive Operations & Family Office Manager to oversee executive support functions, financial administration, property-related activities, and special projects across multiple business entities and charitable initiatives. This is a unique opportunity for a trusted professional who thrives in a fast-paced environment and enjoys balancing executive support, bookkeeping, event coordination, and family office responsibilities.

Position Summary

The Executive Operations & Family Office Manager will serve as a key point of coordination for executive leadership, ensuring calendars, travel arrangements, meetings, financial reporting, and administrative operations run smoothly. This individual will also support multiple LLCs, a holding company, real estate holdings, community initiatives, and nonprofit fund activities while maintaining accurate records and ensuring critical deadlines are met.

Candidates with experience coordinating large-scale community events, festivals, or similar public initiatives are strongly encouraged to apply.

Key Responsibilities

Executive & Administrative Support

• Manage complex executive calendars and scheduling activities.
• Coordinate executive meetings and ensure all logistics are properly arranged.
• Arrange and manage travel accommodations for executives.
• Track important deadlines, commitments, and follow-up items.
• Prepare reports, presentations, and supporting documentation as needed.
• Handle confidential information with discretion and professionalism.

Family Office & Financial Administration

• Provide operational support for a holding company and multiple affiliated LLCs.
• Maintain company books and financial records across multiple entities.
• Review monthly Profit & Loss statements received from external CPA partners.
• Analyze expenses and ensure transactions are categorized appropriately.
• Coordinate and process monthly deposits and recurring financial activities.
• Manage property tax payments and maintain accurate payment records.
• Organize and retain financial documentation for audit and reporting purposes.
• Assist with banking activities, including obtaining cashier's checks and preparing for closings.

Property & Asset Management Support

• Support administrative activities related to approximately 175 acres of land and associated holdings.
• Track property-related expenses, deposits, and deadlines.
• Maintain accurate records for land and real estate transactions.
• Assist with preparation and coordination of property closings.

Nonprofit & Advisory Fund Administration

• Manage payment processing and distributions through applicable charitable giving platforms.
• Maintain detailed records and supporting documentation for nonprofit contributions.
• Coordinate with advisors and stakeholders as needed regarding fund activities.
• Ensure compliance with established procedures and reporting requirements.

Community Event Coordination

• Assist with planning, coordination, and execution of community events and festivals.
• Serve as a liaison among vendors, community partners, stakeholders, and leadership.
• Support event logistics, communications, scheduling, and documentation.
• Help ensure successful execution of public-facing initiatives.

Qualifications

• 5+ years of experience in executive support, office management, family office administration, or a related role.
• Strong bookkeeping and financial administration experience.
• Ability to review financial statements and identify discrepancies or unusual expenses.
• Experience supporting multiple business entities, LLCs, or investment-related operations preferred.
• Previous family office experience is highly desirable.
• Event planning and community engagement experience is a significant advantage.
• Exceptional organizational and project management skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Proficiency with Microsoft Office Suite, particularly Excel.
• Excellent communication and interpersonal skills.
• High level of professionalism and confidentiality.

Ideal Candidate

The ideal candidate is a proactive problem-solver who can seamlessly move between executive support, bookkeeping, event coordination, and special projects. This person is comfortable managing sensitive information, handling financial details, coordinating with external professionals, and ensuring every aspect of the operation stays organized and on track.

If you're a highly organized professional who enjoys variety, takes ownership of responsibilities, and excels at keeping executives and operations running smoothly, we'd love to hear from you.

The Specialized Recruiting Group (part of Express Employment Professionals) office in Tyler, TX offers a tailored approach to professional placement, delivering personalized service that matches the unique needs of both companies and talented candidates. Whether you need highly skilled project staff or are filling a critical role on your team, our workforce solutions are designed to strengthen local business communities across the U.S. Trust us to connect you with the right talent or opportunity, helping your business or career thrive.

Company Description

The Specialized Recruiting Group (part of Express Employment Professionals) office in Tyler, TX offers a tailored approach to professional placement, delivering personalized service that matches the unique needs of both companies and talented candidates. Whether you need highly skilled project staff or are filling a critical role on your team, our workforce solutions are designed to strengthen local business communities across the U.S. Trust us to connect you with the right talent or opportunity, helping your business or career thrive.