What are the responsibilities and job description for the Family Office Paralegal & Operations Manager position at Cardinal Management Inc.?
We are seeking a highly capable, hands-on, tech savvy Family Office Paralegal & Operations Manager to join a sophisticated single-family office serving three generations. The family is widely recognized for its philanthropic leadership, civic engagement, and long-standing commitment to the public good.
This is a high-impact, trusted role with broad visibility across a complex financial and legal ecosystem, including trusts, partnerships, operating companies, and investment entities. Positioned at the center of the organization, you will partner closely with leadership while driving operational excellence, document governance, and seamless cross-functional coordination.
This is a full-time role based in Greenbrae, CA, with flexibility for occasional remote work.
Why This Role
- Exceptional environment: A collegial, respectful workplace grounded in purpose and shared values
- High impact & visibility: Direct partnership with leadership across a multi-generational enterprise
- Build & improve: Opportunity to design and implement systems and operations — not just maintain them
- Strong offering: Competitive compensation and benefits
What You’ll Do
Operations & Office Management
- Oversee day-to-day office operations, including facilities, vendors, supplies, and budget
- Lead office buildout initiatives and manage property relationships
- Own onboarding logistics for staff and advisors (workspace, systems, access)
- Serve as the central point of contact for office and operational needs
Document & Information Leadership
- Design and implement a comprehensive records management program across trusts, entities, and investments
- Establish document classification, retention, and lifecycle policies
- Build and manage a secure, intuitive family/client document portal
- Ensure accuracy, accessibility, version control, and compliant records destruction
- Administer document management platforms
- Maintain both electronic and physical filing systems
Legal & Compliance Support
- Draft, format, and review legal, financial, and corporate documents
- Assist in preparing and proofing client-facing materials
- Track deadlines, filings, and regulatory requirements
- Coordinate proper execution, notarization, and filing of documents
Coordination & Administration
- Liaise across internal teams, family members, and external advisors
- Gather information and provide timely updates to stakeholders
- Prepare reports and summaries
- Support calendars, meetings, and communications as needed
- Maintain strict confidentiality and discretion
Technology Operations (with outsourced IT)
- Coordinate managed IT service providers and technology vendors
- Oversee equipment procurement, setup, and lifecycle management
- Manage technology budget and inventory
- Provide first-line technical support for leadership and office needs
- Support implementation of data security best practices
What We’re Looking For
- 7 years of relevant experience in a family office, family-owned business, or legal/financial environment
- Strong familiarity with trusts, estate planning, and complex entity structures
- Experience building or maintaining records/document management systems
- Paralegal or similar experience strongly preferred
- High proficiency in Google Workspace, Microsoft Office, and document management platforms
- Ability to troubleshoot technology issues and coordinate effectively with external vendors
- Excellent operational judgment, attention to detail, and organizational skills
- Comfort operating in a high-touch, high-discretion environment