Family Office Chief of Staff
4 days ago
New York
Chief of Staff Family Office Overview A private family office based in New York is seeking a Chief of Staff to support the Principal and serve as a central integrator across the office and its related activities. The office is responsible for managing both the day-to-day operations and longer-term initiatives across the family’s activities, including project-level coordination, vendor relationships, and cross-functional execution. The Chief of Staff will play a key role in ensuring alignment, visibility, and disciplined execution across this complex and interconnected environment. The family office represents a Principal who is actively involved in real estate construction and operations and who splits time between New York City and the Hamptons. The office operates as a lean, highly collaborative team, requiring an individual who can operate with both strategic perspective and hands-on execution while maintaining a high level of discretion and responsiveness. Position Overview The Chief of Staff will serve as a trusted partner to the Principal and a central point of coordination across the family office, spanning estate operations, lifestyle management, and strategic initiatives. This individual will drive execution across key priorities, manage cross-functional workflows, and ensure alignment between long-term objectives and day-to-day activities. The role will be based between New York City and the Hamptons, with time allocated across both locations in alignment with the Principal’s schedule and needs. The Chief of Staff will operate as an “air traffic controller” across the office, maintaining visibility into major initiatives, ensuring clear ownership and deliverables, and supporting consistent, accountable execution. The ideal candidate brings a combination of strategic perspective, operational rigor, and hands-on execution, along with a collaborative, coaching-oriented leadership style that elevates team performance while maintaining structure and momentum. Key Responsibilities Strategic Coordination & Execution • Serve as a central integrator across the family office, ensuring alignment between the Principal’s priorities and all active initiatives, • Maintain a comprehensive view of all projects, timelines, and stakeholders, proactively identifying risks, dependencies, and gaps, • Translate high-level objectives into actionable plans with clear ownership, deliverables, and timelines, • Support decision-making by synthesizing information, structuring key issues, and preparing materials for the Principal, • Drive execution across cross-functional initiatives, ensuring accountability and timely progress Principal Support & Communication • Act as a primary point of contact for the Principal, ensuring consistent communication, alignment on priorities, and visibility into ongoing activities, • Oversee and coordinate the Principal’s calendar, meetings, and follow-ups to ensure efficient use of time and continuity across commitments, • Provide regular updates to the Principal on estate operations, projects, and key initiatives, while proactively planning for upcoming needs, • Ensure the Principal is well-prepared for engagements, with clear insights into priorities, decisions, and required actions Personal Management & Team Leadership • Serve as the central coordinator across all individuals supporting the Principal, including administrative, household, and project-based staff, • Operate as the “air traffic controller” for people and priorities, maintaining clarity around roles, responsibilities, and deliverables, • Establish and manage processes that support effective collaboration, communication, and execution across the team, • Act as a trusted coach and resource to team members, providing guidance, structure, and ongoing feedback, • Oversee elements of people management, including onboarding, goal setting, performance check-ins, and coordination across internal staff and external partners, • Ensure all team members are set up for success with clearly defined expectations, timelines, and accountability, • Conduct regular check-ins with staff to assess performance, service quality, and operational consistency across properties and functions, • Plan for evolving team needs over time, including resource allocation and organizational design as projects and priorities shift Estate Operations & Property Oversight • Oversee the day-to-day operations, maintenance, and overall performance of multiple residences, ensuring seamless execution and alignment with the Principal’s expectations, • Ensure properties are maintained to the highest standards, including oversight of repairs, infrastructure, and compliance with applicable safety and building codes, • Develop and oversee annual operating budgets for each residence, including utilities, maintenance, service contracts, and other recurring expenses, • Ensure all estate-related invoices and expenses are accurately tracked and processed in coordination with the family office’s financial team, • Monitor spending and identify opportunities to enhance efficiency and cost-effectiveness across estate operations, • Oversee the implementation of comprehensive maintenance schedules across properties (e.g., HVAC systems, windows, kitchen equipment, pools, and seasonal requirements), • Partner with facilities and household staff to ensure timely execution of preventative maintenance and service activities, • Provide oversight and coordination on construction, renovation, and capital improvement projects, including vendor selection, contract negotiation, and project execution, • Maintain strong working knowledge of construction processes and actively participate in vendor negotiations as needed, • Ensure a consistent standard of operations, service, and presentation across all residences Vendor & Relationship Management • Oversee relationships with key vendors and service providers across estate operations, including facilities, maintenance, and lifestyle services, • Negotiate and manage contracts, ensuring services are delivered at the highest quality and aligned with budget expectations, • Coordinate vendor activities across properties, ensuring consistency, accountability, and effective communication, • Continuously evaluate vendor performance and identify opportunities for improvement or optimization Lifestyle & Event Coordination • Plan and coordinate events, gatherings, and dinners across residences, ensuring seamless execution and a high standard of service, • Partner with household staff to deliver a white glove experience that reflects the Principal’s preferences and expectations, • Ensure a consistent and elevated experience across all properties and engagements, • Support travel and logistics coordination as needed, in alignment with the Principal’s schedule and preferences Operations & Process Management • Design and implement systems and processes to improve organization, transparency, and execution across the family office, • Track progress against key initiatives, ensuring alignment with broader strategic priorities, • Coordinate across internal team members and external advisors to ensure efficient information flow and execution, • Identify opportunities to streamline workflows, enhance coordination, and improve overall effectiveness Qualifications • Bachelor’s degree required, • 8+ years of experience in a Chief of Staff, estate management, operations, or similar role within a family office, private household, or comparable environment, • Prior experience working in luxury homes or similarly high-touch environments, • Demonstrated ability to apply luxury hospitality standards to create a high level of service, discretion, and operational excellence across the estate environment, • Prior experience managing complex calendars, providing high-level executive assistant support, and coordinating across senior stakeholders, • Demonstrated experience managing complex residential properties, estate operations, and construction or renovation projects, • Proven ability to manage multiple priorities and stakeholders with exceptional organization and attention to detail, • Experience overseeing staff and vendors, with a track record of driving accountability and high performance, • Strong interpersonal and communication skills, with the ability to engage effectively across a wide range of personalities, • High emotional intelligence, sound judgment, and absolute discretion, • Ability to operate at both a strategic and highly detailed level, • Collaborative leadership style with a natural inclination to coach and develop others, • Proactive, resourceful, and solutions-oriented mindset, • Familiarity with estate and property management systems and tools preferred, • Demonstrated ability to operate with absolute discretion and a strong commitment to confidentiality, • Flexibility to work outside of standard business hours, including evenings, weekends, and travel as needed, • Valid driver’s license and passport required Job Type: Full-Time, In-person; physical offices located in New York City and the Hamptons Compensation: Annual salary range of $225,000 - $275,000, based on experience and qualifications, with comprehensive benefits
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