Family Office Administrator - Green Circle Projects : Job Details

Role Description: Family Office Administrator, Full Time

Location: Bentonville, AR

Reports To: Family Office CEO and Director of Investment

Narrative Summary:

This role serves as the administrator for a Real Estate and Investment Family Office. The Family Office manages diverse activities, including property management, real estate and private equity investment, estate planning, and project management.

The ideal candidate will be a business-minded professional who possesses relevant technical work history and who demonstrates exceptional organizational skills, proactive communication, and unwavering discretion in handling confidential information. This is not a personal assistant role. It works alongside family office leadership on core business operations, helping ensure priorities are carried out accurately, on schedule, and in line with established processes.

This role is also responsible for maintaining a polished, efficient, and professional work environment that reflects the standards of the family office.

Compensation:

Varies based on the applicant's work history and skillset. Regionally competitive salary and benefits package, including health, dental, vision, and 401k programs.

Primary Role – Family Office Administrative Support (80%):

Executive Support

• Serve as a primary administrative partner to the Family Office's CEO and Director of Investment, anticipating needs and driving follow-through
• Screen, prioritize, and respond to incoming communications on behalf of executives, ensuring timely and appropriate follow-up
• Prepare, proof, and format executive correspondence, presentations, and reports for internal and external stakeholders
• Serve as a central point of contact between executives and internal teams, providing context, clarifying priorities, and ensuring timely deliverables
• Maintain confidentiality in all executive matters, acting as a trusted representative of leadership

· Act as a notary for personal and company-related documents

· Perform other executive-level administrative duties as assigned, in alignment with company priorities and standards

Meeting and Communication Support:

• Schedule and coordinate meetings, prepare agendas, and distribute meeting minutes using AI tools that summarize and key in on action items
• Attend internal/external meetings to capture notes, confirm responsibilities, and track progress to ensure deliverables and deadlines are met

Operational Administration:

• Organize and manage sensitive documents, including those related to real estate, private equity, and estate planning, using Airtable to track, categorize, and retrieve records efficiently
• Identify opportunities to improve administrative processes, workflows, and use of technology to increase efficiency and accuracy
• Develop, maintain, and refine standard operating procedures for key administrative and financial workflows
• Process and track wires, credit card transactions, reimbursements, and vendor invoices
• Liaise with family office, back office, and property personnel to ensure record keeping is complete and adheres to company protocols
• Cross-train with other administrative and back-office personnel to provide coverage during absences and peak workloads
• Perform other operational and administrative duties as assigned, ensuring consistency with company policies and best practices

Secondary Role - Office Management and Administration (20%):

• Oversee day-to-day office operations, reception, environment, and supplies
• Coordinate office upkeep and cleaning with internal facilities team members and external vendors
• Maintain and organize CRM, vendor records, credentials, and other key operational data to ensure accuracy, currency, and secure accessibility for authorized family office members
• Perform project management duties as assigned

Qualifications:

• Minimum 2+ years supporting executive leadership or 3+ years in a business role within a real estate, construction, investment, or family office setting; accounting or HR experience is a plus
• Bachelor's degree required; advanced credentials (MBA, master's, real estate qualifications) are a plus
• Valid driver's license; Notary Public or willingness to obtain

Skills & Core Competencies:

• Exceptional organizational and file-management skills, owning tasks from initiation through completion and anticipating needs before they arise
• Digitally Native: fluent in modern collaboration platforms (Asana, Notion, Airtable) and adept at leveraging AI (GPT, NotebookLM) to streamline operations, improve processes, and enhance decision-making
• Strong written and verbal communication across multiple modern platforms
• Natural project manager with the ability to coordinate multiple priorities, drive tasks to completion on deadline, and keep leadership informed
• Relentless follow-up and follow-through, ensuring no task, decision, or deadline falls through the cracks
• Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace, Zoom) and comfortable adopting new tools as needs evolve
• Discretion and integrity in handling sensitive information; proven track record of maintaining confidentiality in high-trust environments

Other Requirements:

Location:

This position is based in the downtown Bentonville, AR office, with some flexibility for periodic remote work.

Professionalism & Confidentiality:

· A highly trusted role demanding a commitment to privacy, reliability, and proactive problem-solving

· Strong collaborative mindset facilitating teamwork, accountability, and a “fair but firm” demeanor surrounding professionalism and role responsibility

· The candidate will be required to sign a confidentiality agreement and pass a background check

Tech and Equipment:

You will be provided with a laptop, monitors, software licenses, and other work peripherals necessary for the role.

COMPLIANCE AND CONDUCT: The employee must conduct their work activities in compliance with all Green Circle Projects' internal requirements and with all applicable regulatory requirements. Green Circle Projects' internal requirements include compliance with ethics, environmental health and safety, financial, human resources, and general business policies, requirements, and objectives.

EQUAL OPPORTUNITY EMPLOYER: Green Circle Projects is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other protected status

GREEN CIRCLE PROJECTS CULTURE: Green Circle Projects is an entrepreneurial family office with a diverse range of business activities and enterprises. The company focuses primarily on real estate investment and management, private investment, creative, and social enterprise (through several owner-founded social enterprises). Today, our talented team is building the foundation for long-term generational growth and impact. We combine highly regarded brands with a unique and engaging investment and project pipeline. Green Circle relies on a lean and relaxed operating environment to drive value for its team members, investments, stakeholders, and communities, adapting and innovating daily to create long-term value through sustainability, innovation, creativity, and solid business fundamentals.