Family Office Chief of Staff

Chief of StaffFamily Office OverviewA 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 OverviewThe 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 ResponsibilitiesStrategic Coordination & ExecutionServe as a central integrator across the family office, ensuring alignment between the Principal's priorities and all active initiativesMaintain a comprehensive view of all projects, timelines, and stakeholders, proactively identifying risks, dependencies, and gapsTranslate high-level objectives into actionable plans with clear ownership, deliverables, and timelinesSupport decision-making by synthesizing information, structuring key issues, and preparing materials for the PrincipalDrive execution across cross-functional initiatives, ensuring accountability and timely progressPrincipal Support & CommunicationAct as a primary point of contact for the Principal, ensuring consistent communication, alignment on priorities, and visibility into ongoing activitiesOversee 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 needsEnsure the Principal is well-prepared for engagements, with clear insights into priorities, decisions, and required actionsPersonal Management & Team LeadershipServe as the central coordinator across all individuals supporting the Principal, including administrative, household, and project-based staffOperate as the "air traffic controller" for people and priorities, maintaining clarity around roles, responsibilities, and deliverablesEstablish and manage processes that support effective collaboration, communication, and execution across the teamAct as a trusted coach and resource to team members, providing guidance, structure, and ongoing feedbackOversee elements of people management, including onboarding, goal setting, performance check-ins, and coordination across internal staff and external partnersEnsure all team members are set up for success with clearly defined expectations, timelines, and accountabilityConduct regular check-ins with staff to assess performance, service quality, and operational consistency across properties and functionsPlan for evolving team needs over time, including resource allocation and organizational design as projects and priorities shiftEstate Operations & Property OversightOversee the day-to-day operations, maintenance, and overall performance of multiple residences, ensuring seamless execution and alignment with the Principal's expectationsEnsure properties are maintained to the highest standards, including oversight of repairs, infrastructure, and compliance with applicable safety and building codesDevelop and oversee annual operating budgets for each residence, including utilities, maintenance, service contracts, and other recurring expensesEnsure all estate-related invoices and expenses are accurately tracked and processed in coordination with the family office's financial teamMonitor spending and identify opportunities to enhance efficiency and cost-effectiveness across estate operationsOversee 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 activitiesProvide oversight and coordination on construction, renovation, and capital improvement projects, including vendor selection, contract negotiation, and project executionMaintain 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 residencesVendor & Relationship ManagementOversee relationships with key vendors and service providers across estate operations, including facilities, maintenance, and lifestyle servicesNegotiate and manage contracts, ensuring services are delivered at the highest quality and aligned with budget expectationsCoordinate vendor activities across properties, ensuring consistency, accountability, and effective communicationContinuously evaluate vendor performance and identify opportunities for improvement or optimizationLifestyle & Event CoordinationPlan and coordinate events, gatherings, and dinners across residences, ensuring seamless execution and a high standard of servicePartner with household staff to deliver a white glove experience that reflects the Principal's preferences and expectationsEnsure a consistent and elevated experience across all properties and engagementsSupport travel and logistics coordination as needed, in alignment with the Principal's schedule and preferencesOperations & Process ManagementDesign and implement systems and processes to improve organization, transparency, and execution across the family officeTrack progress against key initiatives, ensuring alignment with broader strategic prioritiesCoordinate across internal team members and external advisors to ensure efficient information flow and executionIdentify opportunities to streamline workflows, enhance coordination, and improve overall effectivenessQualificationsBachelor's degree required8+ years of experience in a Chief of Staff, estate management, operations, or similar role within a family office, private household, or comparable environmentPrior experience working in luxury homes or similarly high-touch environmentsDemonstrated ability to apply luxury hospitality standards to create a high level of service, discretion, and operational excellence across the estate environmentPrior experience managing complex calendars, providing high-level executive assistant support, and coordinating across senior stakeholdersDemonstrated experience managing complex residential properties, estate operations, and construction or renovation projectsProven ability to manage multiple priorities and stakeholders with exceptional organization and attention to detailExperience overseeing staff and vendors, with a track record of driving accountability and high performanceStrong interpersonal and communication skills, with the ability to engage effectively across a wide range of personalitiesHigh emotional intelligence, sound judgment, and absolute discretionAbility to operate at both a strategic and highly detailed levelCollaborative leadership style with a natural inclination to coach and develop others Proactive, resourceful, and solutions-oriented mindsetFamiliarity with estate and property management systems and tools preferredDemonstrated ability to operate with absolute discretion and a strong commitment to confidentialityFlexibility to work outside of standard business hours, including evenings, weekends, and travel as neededValid driver's license and passport requiredJob Type: Full-Time, In-person; physical offices located in New York City and the HamptonsCompensation: Annual salary range of $225,000 - $275,000, based on experience and qualifications, with comprehensive benefits

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