Family Administrative Coordinator

Family Administrative Coordinator

Location: Albion, Michigan (On-site preferred; flexibility for the right candidate)

Status: Full-Time

Reports To: William (“Bill”) Dobbins

Role Overview

The Family Administrative Coordinator is a trusted, behind-the-scenes professional who provides comprehensive administrative and coordination support across personal, household, and family-office matters for the Dobbins family.

While this role reports directly to Bill Dobbins for direction, prioritization, and accountability, its responsibilities extend across multiple family members, shared household needs, and family governance activities. The position exists to proactively reduce administrative burden, improve coordination, and quietly ensure that family-related matters are handled efficiently, discreetly, and with sound judgment.

This is a high-trust role that combines professionalism, flexibility, and strong technology skills. The scope of responsibility is expected to expand over time as trust, capability, and familiarity with the family’s needs grow.

Key Responsibilities

Family & Principal Administrative Support

• Manage and coordinate calendars and scheduling for Bill and other family members as appropriate, with thoughtful prioritization and clear communication
• Coordinate meetings, appointments, and commitments across family, household, and family-office domains
• Support email and correspondence management to an appropriate extent, including organizing, drafting, and flagging items for action
• Serve as a central coordination point for family-related administrative tasks, follow-ups, and accountability

Travel & Logistics

• Plan and coordinate personal and family travel, including flights, lodging, ground transportation, and itineraries
• Anticipate logistical needs and ensure smooth execution before, during, and after travel

Family Office & Governance Support

• Provide administrative and logistical support for family governance activities, including Family Council meetings, records, schedules, and materials
• Assist with organization and coordination related to the Family Constitution and related governance frameworks
• Support philanthropic and Family Foundation activities through scheduling, preparation, and meeting coordination

Legal & Professional Coordination

• Coordinate scheduling and administrative interaction with attorneys, accountants, bankers, and other professional advisors
• Organize and maintain access to key documents while respecting confidentiality and role boundaries
• Serve as an administrative liaison only; this role does not include legal, financial, or decision-making authority

Household & Property Coordination

• Coordinate household-related administrative matters, including vendor scheduling, service coordination, and property-related logistics
• Track tasks and follow-ups to ensure timely completion without direct management authority over household staff

Special Projects & Proactive Support

• Take on special projects and ad hoc problem-solving assignments as needed
• Proactively identify opportunities to centralize, streamline, or eliminate administrative work from family members’ plates
• Recommend improvements to systems, workflows, and tools that enhance organization and efficiency

Technology & Systems Expectations

• High degree of comfort with modern technology and digital tools
• Strong capability in calendar systems, document management, and digital organization
• Ability to learn and adapt quickly to new platforms used by legal, financial, or governance partners
• Interest in improving workflows, templates, reminders, and systems
• Strong respect for data security, access controls, and confidentiality

Personal Attributes & Fit

The ideal candidate will demonstrate:

• Absolute discretion and respect for confidentiality
• Strong judgment, common sense, and emotional intelligence
• A proactive, open mindset with a natural inclination to anticipate needs
• Comfort supporting multiple family members while taking direction from a single point of accountability
• Low-ego, service-oriented approach with pride in behind-the-scenes excellence
• Willingness to handle both routine administrative work and complex coordination tasks
• Alignment with values of trust, accountability, gratitude, and health

Experience Profile

This role is intentionally flexible and may be well-suited for:

• An early-career professional with strong organizational and technology skills who is eager to grow into a trusted family-office role, or
• A more experienced administrative professional (5–10 years) capable of stepping in with minimal ramp-up

Prior exposure to family offices, professional services, legal, or financial environments is helpful but not required.

What Success Looks Like

Within the first 6–12 months, success will be reflected by:

• Clear, well-managed scheduling and coordination across family needs
• Fewer dropped balls and last-minute issues
• Improved organization of family, household, and governance-related matters
• A noticeable reduction in administrative burden for family members
• Growing trust, autonomy, and proactive contribution