Residential Operations Administrative Coordinator

Growing private Family Office is looking for talented professionals to be a part of a dynamic team. The Family Office prides itself on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff. 

The Residential Operations Administrative Coordinator provides high-touch, multi-faceted support to the residential operations team. This role would support a Director-level leader and operational managers across multiple locations.  This dynamic position requires the ability to be highly organized, skilled at balancing competing priorities by identifying high-impact tasks, think critically, and offer options with a high level of professionalism and confidentiality.

This role focuses on daily operations and project scheduling, travel coordination, and real-time administrative support to ensure smooth execution of multiple activities in a fast-paced environment.  Success in this role means schedules stay accurate, logistics are handled efficiently, and day-to-day operations run smoothly during high-volume periods.

Core Duties & Responsibilities: 

• Provide administrative support to Director of Operations and overall support to operations team 
• Serve as a point of contact for the operations team daily communications, managing emails and messaging platforms promptly and professionally.
• Work on project coordination support documentation and follow up on deadlines (pre, on site, post).
• Support cross-department communication by relaying updates, tracking immediate action items, and escalating issues when necessary.
• Assist with gathering schedules, attendance lists, notes, and supporting information to aid documentation prepared by the leaders.
• Maintain organized digital files and shared folders to ensure information is current and accessible.
• Confirm appointments, staffing, resource availability, and logistical details to support smooth daily execution.
• Coordinate travel logistics for staff, including flights, accommodations, ground transportation, itineraries, and confirmations.
• Completing expense reports, and memorializing notes and action/follow-up items in meetings
• Keep the Director up-to-date on any key information and changes throughout the day and anticipate the needs in advance of meetings, conferences, etc.
• Manage inventory for supplies, including monitoring levels, flagging replenishment needs, placing orders, tracking shipments, and ensuring delivery to the correct locations
• Support with basic spreadsheet updates and data entry, including tracking completion status
• Support special projects and evolving operational needs as assigned.
• Provide occasional after-hours or weekend responsiveness during peak periods or time-sensitive situations

Required Qualifications

• Proficiency in Google work space (Docs, Sheets, Drives, etc..)
• Familiarity with AI-powered tools (e.g., Gemini, Copilot) to enhance productivity.
• Excellent organizational, written, and verbal communication skills
• 2+ years of experience with executive level support
• Ability to effectively manage a diverse range of projects from ideation to execution
• Models a spirit of cooperation with team members, building a culture of collaboration and kindness
• Ability to effectively work independently and in a timely manner
• Excellent verbal and written communication skills
• Strong analytical and critical thinking skills
• Ability to maintain confidentiality at all times 
• Some travel may be required 

Preferred Qualifications

• Experience in administrative coordination, scheduling, or operational support roles.
• Experience coordinating travel and logistics for teams.
• Familiarity with field-based, high-volume, or event-driven environments.
• Comfort working with shared calendars, collaborative documents, and messaging platforms.

Benefits:

• Competitive Salary and Performance-Based Bonus Program
• 100% Employer Paid Medical, Dental, and Vision Insurance for Employees and Their Dependents (With Participation in Our Wellness Incentive Program)
• 401(K) + Match
• Generous Vacation and Personal Time Off Allowance
• Training and Development Opportunities
• Travel Premium + Per Diem outside primary location