Manager of Family Office

Req ID: 458144 

BASIC PURPOSE:   The Manager of Family Office will provide confidential high level personal executive support to the owners, and other members of the owners’ family as needed, and manage the other executive assistants and maintenance technicians and the work they do in supporting the family.  This individual must be resourceful, use good judgment, demonstrate appropriate business etiquette, and anticipate needs for the family.  This person must be adaptable and quick to learn new office technologies and process improvements, as well as manage communications for the family effectively among a diverse group of individuals.  This position requires the ability to solve a wide variety of complex, administrative problems as well as the ability to make independent decisions affecting the family. 

MAJOR RESPONSIBILITIES:

• Manage staff of family office employees, including executive assistants and maintenance technicians
• Lead team of family office employees with proper coaching, development and feedback
• Drive the performance management process to include setting clear expectations, conducting regular touch base meetings, and providing regular feedback on employee performance
• Ensure compliance with company related policies and procedures, maintaining a fair and consistent approach to people-related matters within the family office team
• Serves as point of contact for owners and family members on confidential dealings that have high level of complexity
• Support in confidential dealings for the owners and family members which could have a negative impact on the family’s businesses, assets, or reputation in the community if shared beyond their intended audience
• Garner feedback from owners and family members to ensure their needs are being met by the team, and if not, implement solutions to resolve
• Provide on-call assistance to family members
• Serve as liaison (in coordination with corporate risk management) for external security team and family members
• Maintain and update repository of personal records for family members
• Request and maintain current certificates of insurance for all outside vendors and service providers working in family homes
• Communicate with family staff, including housekeepers, nannies, etc. and assist with scheduling and compensation
• Maintain in-depth knowledge of family member preferences
• Assist with family events and communications, i.e. family retreats, family dinners, and other special projects as assigned
• Document procedures and processes for family office tasks to assist in backup situations and succession training
• Other duties assigned as needed

EDUCATION AND EXPERIENCE:

• Education:

• High School degree or equivalent required
• Bachelor’s Degree preferred

• Experience:

• 5+ years administrative assistant, family office or office manager experience
• Demonstrated experience leading a team of executive assistants, office managers, or similar job function
• Proven experience in managing and resolving customer service concerns and implementing successful customer service solutions

SKILLS AND PHYSICAL DEMANDS:

• Skills:
• Hard Skills:  Proficient in using Office 365 products to include SharePoint
• Soft Skills:  Strong people and management skills.  Conscientious, dependable, detail oriented, resourceful, proactive, self-motivated, and trustworthy individual who can handle information with absolute confidentiality and professionalism.  Strong oral and written communication skills.

• Typical Physical Demands:
  • Requires prolonged sitting, some bending and stooping
  • Occasional lifting up to 25 pounds
  • Manual dexterity sufficient to operate a computer keyboard and calculator
  • Requires normal range of hearing and vision
  • Requires on-call availability and evening/weekend work

Job Function(s): Corporate 

Love’s has been fueling customers’ journeys since 1964. Innovation and perseverance continue to lead the way for the family-owned and -operated business headquartered in Oklahoma City with more than 40,000 team members in North America and Europe. The company’s core business is travel stops and convenience stores with more than 630 locations in 42 states. Love’s continues its commitment to offer products and services that provide value for professional drivers, fleets, four-wheel customers, RVers, alternative fuel and wholesale fuel customers. Giving back to communities Love’s serves and maintaining an inclusive and diverse workplace are hallmarks of the company’s award-winning culture.

The Love’s Family of Companies includes:

• Gemini Motor Transport, one of the industry’s safest trucking fleets.
• Speedco and Love’s Truck Care, the largest oil change and preventive maintenance and total truck care network.
• Musket, a rapidly growing, Houston-based commodities supplier and trader.
• Trillium, a Houston-based alternative fuels expert.
• TVC Pro-driver, a commercial driver’s license (CDL) protection subscription service.