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Job Description
Location:
Oxford, Mississippi Employment:
Full-Time Reports To:
Principal Compensation:
Competitive salary and benefits commensurate with experience
ABOUT ARCADIA ADVISORS, LLC
Arcadia Advisors, LLC is a privately held management and administrative services company providing coordinated back-office support across a portfolio of business and fiduciary entities. The firm's work spans family office and trust administration support, real estate operations, private foundation administration, and related business management functions. Arcadia Advisors, LLC is building a small, high-trust team with a strong preference for professionalism, discretion, and efficient systems. The Operations & Administration Manager will be the firm's first dedicated operations hire and will work directly with the firm's Principal to build and run the administrative infrastructure that supports the full client portfolio.
THE ROLE
The Operations and Administration Manager position is an operational role suited to a highly organized, detailed, and self-directed professional preferably with a strong administrative background. The Operations and Administration Manager will be responsible for day-to-day financial recordkeeping, trust and private foundation administration support, and operations across the firm's client entities. Over time, this person will help identify where systems, processes, and additional staffing are needed.
KEY RESPONSIBILITIES
General Manage daily operations and ensure efficient execution of all administrative functions. Liaise with key stakeholders, investment managers, accountants, attorneys, and vendors. Bookkeeping & Financial Administration Maintain books and financial records across multiple entities; reconcile accounts and run periodic reports Process accounts payable and receivable; manage banking relationships and routine financial transactions Coordinate with external CPA firms on tax reporting Assist with cash management, banking relationships, wire transfers and account administration. Coordinate bill payment, expense tracking, budgeting, and reporting. Trust & Fiduciary Administration Support Maintain and execute administration calendars, deadline schedules, and recurring task checklists across multiple trusts Prepare materials for quarterly and annual reviews, accountings, and meetings; maintain and update trust profiles and compilations Track insurance policies, premium schedules, and regulatory filing deadlines across the entity portfolio Foundation Administration Support Support recordkeeping and filing coordination for private foundations, including 990-PF preparation support Maintain foundation governance records and assist with preparation of required annual reports and minutes Support the grant-making process, including administration of grant-making policies and reporting requirements. Operational Coordination Support the Principal with ad hoc projects Identify and implement process, systems, and technology solutions as the firm builds out its operating infrastructure
QUALIFICATIONS
Required Exceptional organizational skills and proven ability to manage multiple concurrent deadlines without close supervision High degree of discretion, confidentiality, and professional judgment Excellent communication and interpersonal skills Preferred Bookkeeping and financial operations experience, preferably across multiple entities or accounts 5+ years of experience in accounting, trust administration, family office operations, law firm, wealth management, or related environment Strong understanding of financial operations, budgeting, and administrative management and understanding of trusts, LLCs, S-corporations, private foundations, and multi-entity administrative structures CPA or degree in accounting, finance, business administration or related field Proficiency with QuickBooks, Quicken, Google Workspace, and Microsoft Office Suite, particularly Excel
WHAT WE OFFER
Competitive salary and benefits commensurate with experience Flexible work arrangements — Oxford, MS preferred; hybrid or remote considered for the right candidate The opportunity to build operations infrastructure from the ground up in a high-trust organization
Pay:
$60,000.00 - $90,000.00 per year
Benefits:
Health insurance Paid time off Professional development assistance Retirement plan
