Shareholder Project Coordinator

Shareholder Project Coordinator

Based in Oklahoma City, Snowmass Creek Capital is a single-family office affiliated with MidFirst Bank. This position reports to the Family Office COO and supports Shareholder Services, Family Office operations, and aviation activities as needed.

Position Summary

We are seeking an organized, proactive, and service-oriented professional to provide project, administrative, and operational support across the Family Office. The role will coordinate projects, organize information, track deadlines and follow-up items, prepare business materials, and work with internal teams, shareholders, advisors, and vendors.

Key Responsibilities

Shareholder Services & Project Coordination

• Support projects and day-to-day priorities of the Shareholder Services office.
• Coordinate projects involving Family Office personnel, advisors, and vendors.
• Track deadlines, action items, deliverables, and outstanding requests.
• Prepare reports, presentations, spreadsheets, correspondence, and meeting materials.
• Organize records and information and assist with document management.
• Conduct research and assist with special projects.
• Coordinate signatures, document execution, and requests from attorneys, tax advisors, banks, and other professionals.
• Help improve administrative processes, tracking systems, and office organization.

Executive & Administrative Support

• Provide administrative and project support to the COO.
• Assist with calendars, scheduling, meetings, and follow-up.
• Coordinate communication and projects across departments and outside parties.
• Handle confidential information with discretion and sound judgment.

Aviation Support

• Process aviation expenses, invoices, and vendor payments.
• Maintain aviation records and assist with aircraft usage and operational reporting.
• Coordinate administrative matters with aviation personnel and vendors.
• Provide occasional support at the hangar as needed.

Qualifications

• 3+ years of relevant experience in project coordination, executive support, family office, professional services, or a similar role.
• College degree preferred.
• Proficient in Microsoft Outlook, Excel, Word, Teams, and PowerPoint.
• Strong organizational, communication, analytical, and project-management skills.
• Ability to manage multiple priorities and independently follow projects through completion.
• Professional, discreet, detail-oriented, and service-minded.
• Strong initiative, judgment, and problem-solving skills.
• Flexible and comfortable handling a mix of administrative, project, and operational responsibilities.