Family Office Manager

We have an exciting opportunity at Maxx Properties for a Manager of Family Office based in our NY Corporate Office located in Purchase. This role is ideal for a highly organized and proactive professional who thrives in a dynamic environment and is committed to delivering exceptional service. The Manager of Family Office will play a key role in supporting the family’s overall operations with professionalism, attention to detail, and a solutions-oriented mindset

Maxx Properties: Our Story

Established in 1936, we have served our communities for 90 years while providing an unparalleled level of service to our residents. In 1936, Max Wiener and his son, Ralph, founded what would eventually become MAXX Properties with the purchase of a 48-unit apartment building in Brooklyn, New York. Today, MAXX Properties owns and manages multifamily apartment communities in seven states nationwide. The portfolio includes 35+ communities consisting of over 9,000 owned multifamily units in seven states across the country.

THE ROLE

The Manager of Family Office serves as a trusted strategic partner and extension of the Family Office and Co-Chairman, operating at the intersection of executive leadership, operational excellence, and financial stewardship. Embedded within the operating company, this role navigates seamlessly between family priorities and corporate infrastructure, ensuring alignment, clarity, and momentum across initiatives. As the primary point of contact for the Family Office, the Manager manages complexity with discretion, engages confidently with executive leadership and external partners, and anticipates needs with precision. Reporting directly to the Co-Chairman, this individual acts as a force multiplier for the ownership group of Maxx Properties, bringing strong judgment, financial literacy, and a commitment to continuous improvement across administrative and financial functions, while upholding the highest standards of confidentiality and professionalism. This role offers a unique opportunity to operate within a company, defined by an exceptional culture and a legacy of over 85 years, surrounded by individuals who take pride in that history while continuing to build for the future. The ideal candidate will value a strong in-person presence to build trust and effectiveness, with the maturity and judgment to eventually design a flexible schedule that incorporates remote work where appropriate.

ESSENTIAL JOB FUNCTIONS:

1. Executive & Family Representation

In a family office context, representation extends beyond typical corporate stakeholder management. The individual is acting on behalf of ownership, where decisions often blend personal, financial, and legacy considerations.

• Act as a proxy for the Family Office and Co-Chairman in internal and external interactions
• Ensure alignment of initiatives with family priorities, values, and long-term objectives
• Serve as a liaison between the Family Office and operating company leadership (including CFO and executive team)
• Prepare briefing materials, talking points, and follow-ups for key meetings
• Manage sensitive communications with a high degree of discretion and professionalism

2. Strategic Administrative Leadership

This role requires strategic thinking, prioritization at an executive level, and the ability to operate as a force multiplier rather than a task manager. An ideal candidate will have capacity to design systems, anticipating needs, and continuously improving how time, information, and decisions flow.

• Own calendar management with a focus on prioritization, efficiency, and long-term planning
• E-mail oversight and calendar management, inclusive of coordinating meetings and appointments
• Coordinate domestic and international travel arrangements for ownership and related parties
• Coordinate domestic and international travel with strong judgment on logistics, timing, and Manager efficiency
• Expense reporting for credit cards via Concur
• Maintain strong organizational systems, including disciplined folder and file management
• Maintain clear availability tracking and communication to ensure efficient scheduling and responsiveness
• Continuously improve administrative systems, workflows, and tools to enhance effectiveness
• Anticipate needs and proactively solve problems before they arise
• Manage special projects and cross-functional initiatives on behalf of the Co-Chairman
• Implement best-in-class processes for information flow, task tracking, and decision support

3. Financial Operations & Oversight

Financial stewardship is central to the success and integrity of a family office. This role ensures that financial activities, from bill pay to reporting, are executed with precision, transparency, and strong controls. Unlike a traditional corporate structure where finance functions are fully siloed, this position bridges operational execution with ownership visibility. The individual supports the broader vision of the family office by maintaining financial clarity, safeguarding assets, and enabling informed decision-making in partnership with the CFO and other stakeholders.

• Oversee payment of bills, including life insurance premiums, tax payments, and distributions
• Initiate and review wire transfers with strict adherence to internal controls and fraud prevention protocols
• Reconcile bank accounts and maintain general ledgers for multiple family trusts
• Collaborate with the operating company CFO to produce regular financial reporting, including:
• Balance sheets
• Income statements
• Vendor ledgers
• Support preparation of annual budgets and ongoing financial planning
• Reconcile K-1s to balance sheets and ensure accuracy across reporting
• Manage basic cash flow activities, including account sweeps and liquidity planning
• Utilize and maintain financial systems such as QuickBooks and Concur

CORE COMPETENCIES:

• Exceptional judgment and discretion
• Strong financial acumen and accounting literacy
• High attention to detail with the ability to operate at both strategic and tactical levels
• Proactive, anticipatory mindset with strong problem-solving skills
• Excellent communication and stakeholder management capabilities
• Process-oriented with a continuous improvement mentality

SKILLS AND QUALIFICATIONS:

• 7–10 years of experience as an assistant, accountant, or administrator in a family office, accounting firm, or trust administration department
• Prior experience in a family office, private office, or executive support role at a senior level
• Exposure to accounting functions, trust structures, and financial reporting
• Experience working closely with senior executives or principals
• Familiarity with QuickBooks, Concur, and standard financial reporting practices
• Experience with Yardi or QuickBooks preferred; willingness to learn Yardi
• Bachelor’s, Associate’s, or Certificate in accounting, bookkeeping, or a related field
• Exceptional discretion and confidentiality with sensitive personal information
• Comfortable using basic AI tools (e.g., ChatGPT, Microsoft Copilot) to enhance productivity
• Notary license or willingness to obtain one

WORKING AT MAXX CO.

Joining MAXX Properties means stepping into a rare environment: one defined by deep-rooted values, long-standing relationships, and a culture of pride in doing things the right way. It is an opportunity to contribute to a business that has stood the test of time, and to help shape what the next chapter looks like.

• 17 days PTO to start, increasing annually (up to 25 days)
• 7 days Sick & Safe leave (with generous carryover options)
• Comprehensive health benefits package
• Tuition reimbursement (up to $2,500/year for industry and work-related certifications)
• Up to $750/year toward children’s education or extracurriculars
• $500 employee referral bonus
• Recognition programs
• Wellness programs
• Gym Reimbursement
• MAXX Match Program

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