Family Office - Service Specialist

At Redwood, we know we are only as successful as the people who power us. Our employees are passionate, they are talented, they are empowered to make decisions that positively affect the lives of our residents. From site personnel to corporate leadership, our employees demonstrate Redwood's commitment to deliver more than expected, communicate openly and honestly and demonstrate integrity in all aspects of our business. As we continue to grow, we seek these same qualities in every team member we bring on board.

Redwood is currently looking for a Family Office Support Specialist to join our talented team and positively impact our organization.

Job Description

Under the general direction of the Family Office Finance Director, the Support Specialist will be responsible for administrative and financial tasks as required for the CEO’s Family Office. As such, you will be expected to act as a Redwood brand ambassador, promote our brand and provide the best resident experience possible.

All Redwood employees are expected to conduct all organizational business and practices in accordance to Redwood company policies.

Essential Duties & Responsibilities

• Coordinate, manage, and maintain the Executive’s calendar and daily schedule
• Prepare and manage all signature needs, both internal for the family office and external for Redwood
• Prepare and manage personal document needs for family members, as needed
• Manage logistics for internal and external meetings, including scheduling conference rooms, preparing agendas, distributing materials, recording meeting minutes, tracking deliverables and follow-up action items
• Assisting family members with maintaining books and records for various entities (i.e. Bill.com processing and QuickBooks ledgers)
• Process bill payments (check, electronic), bank deposits, wire transfers, and invoices
• Communicate and coordinate with family members, as well as outside parties, including vendors, bankers, insurance brokers, attorneys, accountants, as appropriate
• Managing adherence to policies and procedures under family governance for cash management, distributions, and other family expenses
• Managing day-to-day personal finances
• Manage and maintain document system for family, including all personal documents for each family member
• Manage and maintain physical vault in a designated location for all family physical documents (i.e. passports, birth certificates, social security cards, birth records)
• Basic concierge service for family members
• Prepare and manage school applications and education records for family members, including college applications, passport documents, and various other applications, hospital records, etc., as needed
• Duties require other basic administrative work, including managing travel, booking hotels, managing medical appointments, personal life needs, general household tasks
• Prepare and review bank reconciliations, monthly cash flow reports, and financial statements
• Prepare or review reports summarizing investment performance and ensure investment activity is recorded as applicable
• Projections, budgeting and other basic financial analysis, as needed
• Review and organize individual tax returns and related fiduciary, partnership, corporate, and foundation returns
• Strategize with all outside parties, including attorneys and tax advisors regarding estate planning, tax preparation, and other accounting and finance needs
• All other related duties, as assigned.

Required Skills

As a Support Specialist, you will be required to exhibit the following skills:

• Respectfulness, trustworthiness, empathy and leadership
• The ability to work under pressure
• Excellent time management skills
• Strong communication skills and general business acumen
• The ability to communicate and interact with employees at all organizational levels
• Proven ability to plan, organize and implement multiple tasks/projects on a concurrent, real-time basis
• Exceptional organizational skills
• Basic accounting acumen, including an understanding of debits and credits for journal entries
• Ability to prepare and analyze basic cash flows, P&L statements, and balance sheets
• Clear and precise correspondence and communication skills
• Ability to appropriately handle for confidential information

Required Qualifications, Education & Certifications

• General computer proficiency
• Bachelor’s degree, preferably with a Finance/Accounting specialization
• Prior financial experience preferred
• Willingness to take on tasks both family and business related
• Active and current driver’s license

Working Conditions

This job operates in a professional office environment. In this role, the employee will routinely use standard office equipment such as computers, desk phones, iPhone, photocopiers, etc. The employee is frequently required to sit, stand, bend and walk with the ability to lift 20 pounds where applicable.

Redwood offers a generous contribution for employee medical insurance, dental, vision, 401K contribution, short/long term disability options, tuition assistance, a generous PTO allowance and rent allowance for eligible associates.