Office Manager, Family Coordination Job Listing at Savage in Midvale, UT (Job ID 13342)

Description

We have a great opportunity for someone with an accounting background who also enjoys the administrative side of the business. Our Family Office Manager provides comprehensive administrative, financial, and operational support to the Savage family, including designated board members and the broader family network. This role is critical to ensuring the integrity, compliance, and smooth operation of various trusts, estates, LLCs, and family governance structures. The position requires strong skills in coordination, accounting, tax support, and confidential communication.

These are just a few of the benefits you can expect from working with Savage

• 30-hour work week offering competitive salary and benefits package, including medical, dental, vision, life, disability, 401(K), profit sharing, and more
• Generous Paid Time Off policy (“PTO”)
• Hybrid work schedule
• Supportive team and hands-on training

Accounting & Tax Support

• Coordinates with external accountants, investment advisors, and tax professionals to gather and prepare documentation for annual tax filings (including K-1s, 1099s, etc.).
• Tracks account balances, reconciles purchase card transactions, and processes routine financial transactions (e.g., wire transfers, deposits, reimbursements).
• Maintains updated tax calendars, including federal and state filing deadlines, estimated payments, and entity renewals.
• Assists with quarterly distributions and monitors compliance with trust and estate accounting requirements.
• Organizes and maintains records of LLC registrations, renewals, and legal documentation across jurisdictions.
• Supports estate planning efforts by organizing and maintaining relevant legal, financial, and ownership documents.

Administrative & Operational Coordination

• Establishes and maintains a secure cloud-based and physical document storage system for all family-related financial, legal, and personal files.
• Serves as liaison between family members and external advisors; coordinates communication and scheduling for projects or required meetings.
• Provides logistical support for family meetings, educational sessions, governance events, and the annual Family Meeting (including travel, facility bookings, catering, and reimbursements).
• Manages calendars for family leadership and coordinates complex schedules across time zones.

Governance & Family Council Support

• Supports Family Council Chair and Vice-Chair in monthly planning, meeting preparation, agenda development, and minute-taking.
• Administers and trains users on the Trusted Family platform or other family governance tools.
• Curates and drafts newsletters, internal communications, and updates for family engagement.
• Tracks action items from Family Council and advisor meetings to ensure timely follow-up and execution.

Special Projects & Strategic Support

• Leads or contributes to cross-functional projects, including technology platform migrations, data centralization, asset valuation coordination, and process improvement.
• Assists family leaders with special requests and manages ad hoc assignments involving vendor relationships, event planning, and gift coordination.
• Requirements/Qualifications
• Required Skills and Qualifications

Schedule

Approximately 30 hours per week. Four days a week in the office, minimum 4 hours each day. Remainder of hours may be worked in office or remote. Must have in-person flexibility to support early mornings, evenings, or weekend events (particularly around the annual Family Meeting in July). Occasional travel may be required.

Preferred Certifications

• Notary Public (or willingness to obtain).
• Bookkeeping or accounting certification is a plus.

Technical Proficiencies

• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook), Zoom, and digital file management systems.
• Experience with platforms such as Concur, Egencia, QuickBooks, or SharePoint.
• Familiarity with Trusted Family or other private governance platforms is a plus.
• Proven experience managing confidential information and sensitive relationships with professionalism and discretion.
• Familiarity with trust and estate administration, basic accounting principles, and tax preparation support.
• Strong organizational and time management skills
• Financial acumen and attention to detail
• Exceptional written and verbal communication
• Sound judgment and initiative-taking problem-solving.
• High emotional intelligence and a service-oriented mindset
• Ability to juggle multiple projects and meet deadlines in a fast-paced environment.

Requirements

• Associate's degree in business administration, Accounting, Paralegal Studies, or a related field required.
• Minimum of 5–7 years of experience in family office management, executive administrative support, accounting coordination, or a similar role supporting high-level individuals or complex organizational structures.