Family Office Client Services Associate

POSITION DESCRIPTION

Client Services Associate

Multigenerational Single Family Office · Oklahoma City, OK

Reports To:

Chief Accounting Officer

Classification:

Full-Time, Exempt

Location:

Oklahoma City, OK (On-Site)

Effective Date:

May 7, 2025

POSITION SUMMARY

The Client Services Associate serves as a primary point of coordination for the family office's day-to-day operational and administrative activities, supporting the family principals, affiliated entities, and external advisors. This role is embedded within a multigenerational single family office environment and requires the highest standards of discretion, professionalism, and organizational discipline. The Associate works closely with and reports directly to the Chief Accounting Officer, providing broad-based support across financial administration, document management, family communications, and project coordination.

KEY RESPONSIBILITIES

–   Track and coordinate family activities, events, and key dates, ensuring principals and relevant staff are informed and prepared

–   Coordinate logistics for family meetings, board sessions, and advisor engagements, including preparation of materials and follow-up documentation

–   Maintain organized filing systems for legal, financial, and operational records across physical and digital platforms

–   Draft, proofread, and format professional communications, memos, reports, and presentations

–   Prepare, assemble, and track execution of legal and financial documents, including loan applications, entity filings, and estate-related instruments

–   Maintain organized, version-controlled records of corporate governance documents, trust agreements, and operating agreements

–   Coordinate with outside counsel and advisors to facilitate document flow and signature collection

–   Serve as a liaison between family members and service providers including HR, IT, insurance, and risk management

–   Track and follow up on open items across multiple relationships and workstreams

–   Handle sensitive and confidential information with absolute discretion and professionalism

–   Assist the CAO on ad hoc projects related to family governance, operational improvements, and strategic initiatives

–   Research, compile, and summarize information as directed

–   Support family orientation and education initiatives, including preparation of reference materials and summaries

QUALIFICATIONS

Education & Experience

–   Bachelor's degree preferred; relevant experience will be considered in lieu of a degree

–   2–5 years of experience in a family office, private wealth management, professional services, or high-touch administrative environment

–   Experience supporting senior executives or principals in a confidential setting strongly preferred

Skills & Competencies

–   Exceptional written and verbal communication skills; ability to produce polished, professional documents

–   Strong organizational skills with meticulous attention to detail and the ability to manage multiple priorities simultaneously

–   High proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with document management platforms

–   Financial literacy sufficient to understand basic accounting concepts, trust structures, and investment terminology

–   Demonstrated ability to handle sensitive, confidential information with unwavering integrity

–   Self-directed and proactive; able to anticipate needs and act with minimal supervision

IDEAL CANDIDATE PROFILE

The ideal candidate is a polished, discreet professional who thrives in a relationship-driven, principal-focused environment. They bring a service orientation, intellectual curiosity, and a bias toward action. They are comfortable operating across a wide range of tasks—from detailed financial administration to high-level family communications—and understand that in a family office, no task is beneath the role and no detail is too small. They exercise sound judgment, communicate clearly, and take ownership of their responsibilities.