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Financial Services Operations Associate

Briar Hall LLC
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POSITION: FINANCIAL SERVICES OPERATIONS ASSOCIATE

OVERVIEW OF THE COMPANY

Briar Hall LLC (“Briar Hall”) is a full-service private family office. We provide alternative investment management, trust services and integrated wealth management services to four generations of one of Chicago’s founding families.

The office serves a broad range of family households across complex investment partnerships, trusts, and foundations. Briar Hall is a collaborative setting where employees share knowledge and actively participate in projects and discussions across practice areas. The office offers a dynamic environment with sophisticated technology, numerous complex structures and many new initiatives that will make this position interesting, challenging and rewarding.

LOCATION

This position is based in our main office downtown Chicago. We offer a flexible hybrid work environment with a typical week being three days in the office and two days remote. 

THE POSITION                                                                           

The Operations Associate will report to the Vice President, Client Service Operations (“VP”). The Operations Associate plays a vital role in overseeing financial transactions and operational tasks, ensuring accuracy, compliance and seamless coordination across wealth advisory, trust, investment, treasury and accounting teams. 

KEY RESPONSIBILITIES 

Financial Transactions and Disbursements

  • Execute cash and security disbursements for clients, entities and trusts including: 
    • Process recurring and non-recurring expenses
    • Facilitate investment funding activities including capital calls and distributions
    • Initiate federal, state and local tax payments (income and real estate)
    • Prepare and summit miscellaneous wires, EFTs, transfers and check requests
  • Deposit and retrieve checks at the bank or utilize the mobile check deposit application
  • Ensure the accurate and timely completion of all financial transactions
  • Independently verify delivery instructions for domestic and international wire transfers, ACH transactions, and DTC transactions
  • Maintain client and user demographic information on financial institutions platforms
  • Prepare and submit software data-feed enrollment forms

Account and Documentation Management

  • Prepare, review and submit account-related documentation, including:
    • New account opening forms
    • Account maintenance and closing documents
    • Online banking platform enrollment forms 
    • Proxy voting enrollment letters 
  • Enroll and oversee client accounts across various tax portals and data aggregation platforms
  • Manage safe deposit box inventory, including organization, tracking and document retrieval
  • Retrieve, compile, and reconcile banking and investment statements not received via data feed

Operational Support and Special Projects

  • Monitor shared email inboxes and any incoming mail, ensuring timely routing of information to appropriate team members
  • Maintain the CRM system data integrity by updating and validating client information
  • Retrieve tax documents from financial institutions websites
  • Train employees on financial institution platforms and operational procedures
  • Maintain entity records on registered agent platforms and support compliance-related activities
  • Participate in projects, contributing insights and recommendations to improve workflow efficiency
  • Collaborate with colleagues and external partners to streamline processes and enhance service delivery
  • Uphold compliance, confidentiality and accuracy in all financial and administrative functions

THE PERSON

The ideal candidate is highly detail-oriented, adaptable, and thrives in a collaborative team environment. They naturally deliver exceptional client service and embody integrity, discretion and professionalism in all interactions.

Desired personal skills and characteristics include:

  • Professional, polished, and approachable demeanor 
  • Proactive in anticipating the needs of clients and team members
  • Experience with financial transactions and document management
  • Proficiency with online banking platforms and financial reporting tools
  • Exceptional attention to detail and ability to follow structured processes consistently
  • Strong organizational and time management skills 
  • Excellent verbal, written, and interpersonal communication skills
  • High technical aptitude and comfort learning new systems
  • Ability to adapt to changing priorities and manage multiple tasks concurrently 
  • Strong sense of accountability and pride in quality of work
  • Self-motivated, resourceful and able to take initiative
  • Flexible and solution-oriented in navigating operational challenges

EDUCATIONAL AND EXPERIENCE REQUIREMENTS

A Bachelor’s degree is preferred. An equivalent combination of education and/or experience may be considered in lieu of the degree.

COMPENSATION AND BENEFITS

Briar Hall is prepared to offer the successful candidate a competitive compensation package based on qualifications and experience.  Briar Hall offers employees an excellent and comprehensive benefit package including medical, dental, disability and life insurance, flexible spending plans, 401(k) and parental leave.