Family Office Expert Generalist (Non-Investment ...

The Founder of a global alternative asset management firm seeks an experienced Family Office Operations Professional to partner with in the development of a newly-formed single family office. The Family Office Operations role exists to minimize the time burden to the principal of the administration, coordination and management of all non-corporate components of his life, including but not limited to physical assets and associated staff, tax advisory, trust and estate planning, accounting and financial reporting, human resources, risk management, technology solutions, and lifestyle services. The ideal candidate will be a self-driven, hands-on operator who is passionate about organizational effectiveness and optimizing efficiencies through repeatable systems and processes. From day one, he/she will have an immediate impact on organizing the non-corporate functions of the principal's day, streamlining strategic initiatives, overseeing project management, and coordinating plans and services with internal staff and external counterparties.This is a role that requires absolute mutual trust as the individual will have access to highly confidential information and will serve as the right-hand executor to the principal, operating in support of and on behalf of him in non-corporate matters. The requirements of the position stretch across a range of personal services responsibilities including management and leadership (people and projects); operational (technology, processes, workflows); administrative; financial; legal; and hands-on support on a number of ad hoc private matters. The Family Office Operations Professional will oversee all physical asset management, while working to implement and ensure controls. This role requires a highly resourceful, results-oriented individual with the ability to partner, execute, and lead through influence and collaboration. The successful candidate will be able to adapt quickly, be extremely well-organized, have a high EQ and possess previous experience "doing the doing" in a family office. This is an entrepreneurial environment so the ideal candidate must be willing to roll up his/her sleeves with an ego-less "no task is too small" attitude. This role represents a unique opportunity to be exposed to and execute at the highest levels of strategy, design, implementation and operations at a new family office. DUTIES AND RESPONSIBILITIESGeneral Management· Design, build and lead the daily operations of a developing family office· In collaboration with external advisors, craft the strategic road map and establish the foundation of the family office, identifying priorities and metrics for success; revisit regularly and evaluate progress· Maintain strict confidentiality regarding principal, family, guests, activities, and properties; respect privacy at all times· Conduct business in a professional manner reflective of the role as a key ambassador of the principal's values and reputation· Be aware of and problem solve issues before they rise to the principals attention· Serve as the centralized coordinator and point of contact for counterparties· Serve as a thought partner and trusted confidante to principal, challenging ideas and offering a different perspective, and following up on action items accordingly· Provide analysis, options and recommendations to the principal regarding high impact decisions· Proactively identify opportunities to add value to the principal's life· Develop and build solid relationships across the various components of the principal's life· Promote team integration as well as communication and collaborationAccounting, Administration, Bill Pay and Financial Reporting· Create policies and workflows to increase operational efficiency and effectiveness· Assume final responsibility for and review of all non-corporate expenditures, timesheets and expense reports of household staff, proper documentation and reconciliation of staff credit card purchases, and petty cash reconciliation· Actively review, approve and coordinate payment of all non-corporate invoices· Process and oversee payroll for household staff in coordination with PEO· Develop family office budget, cash-flow forecast and resource allocation plan· Design and implement efficient expense reporting and bill pay policies, processes and solutions· Provide general accounting support, including cash flow management and regular financial reporting· Develop and implement RFP and service provider due diligence process· Review, approve and actively administer service contracts, project proposals, COIs and billing· Establish and maintain a monthly report of operating and capital expenditures at each propertyHuman Resources and Staff Management· Build and maintain a close relationship with all team members, encouraging open dialogue and engagement; provide coaching and be a support resource to household staff· Train and oversee staff to implement the highest standards at all residences· Work with staff to set priorities for their specific positions· Coordinate staffing schedule, including requests for time off and ensuring appropriate coverage in all properties at all times· Foster a growth oriented, positive and encouraging environment while keeping employees accountable· Oversee and partner with PEO and external counterparties on human resources functions including employment paperwork, onboarding, benefits, policies, procedures, protocols and training · Draft an employee handbook that outlines policies and procedures· Create, implement and conduct annual performance and compensation reviews · In coordination with PEO and external counterparties, ensure compliance with all applicable labor lawsRisk, Security, and Insurance· Develop and implement a fit-for-purpose risk management solution including, but not limited to cyber, physical, PII, and reputational· Proactively administer the principal's insurance portfolio ensuring the policies are aligned with his risk profile, stay current with changing needs, and are renewed on time· Design a thoughtful life safety program that includes equipment and training Physical Assets· Ensure that all physical assets are managed in compliance with all governmental laws, ordinances and regulations· Ensure that each property complies with the requirements of any insurance policy, HOA, mortgage, loan or other agreement associated with the asset· Stay abreast of local developments and foster and maintain good relationships with local community, neighbors, HOAs, vendors, regulatory agencies, etc., while respecting confidentiality and privacy· Serve as the Principal's primary point of contact for any property, vehicle, aircraft, and watercraft acquisition and / or development plans· In coordination with estate managers, craft manuals, preventative maintenance schedules, checklists and operating protocols for all properties and vehiclesLifestyle Services· Identify, onboard, manage and partner with best-in-class resources to assist in travel ideation, entertainment sourcing, and event experiences· Lead and oversee plans for entertaining, particularly for complex events or high-profile guests, including security requirements· Stay abreast of latest cultural happenings in NY, London and other frequently visited locations· Assist with arrangements for all family and guest visits including team coordination, supplies, activities, concierge requirements and other special needs SKILLS & QUALIFICATIONS· Superior and precise verbal and written communication skills with the ability to articulate and present information to various and diverse audiences· Demonstrate excellent judgment and decision-making ability· Commitment to acting with the highest level of discretion at all times· Comfortable working in time-sensitive and rapidly evolving situations; high tolerance for ambiguity and complexity, while being efficient with limited resources · Alignment with and commitment to organization's values· Able to quickly understand the needs of the principal, both large and small, so that matters are addressed before the principal even realizes he needs something· Strong sense of responsibility and accountability, taking ownership over tasks including follow-through· Excellent organizational skills, meticulous attention to detail, high sense of responsibility, and generalist skill set to take on a wide range of high priority tasks; dependable and always deliver on-time, quality work· High initiative and self-starting capabilities with the demonstrated ability to identify and seize opportunities for impact in messy, uncertain contexts without direction or oversight· Detail-oriented with the resolve to figure out a new area very quickly, no matter how complex· Able to manage a high degree of complexity and to distill information briefly, simply, and persuasively; able to think both strategically at a global level as well as effectively develop key processes, and deliver and distribute information across multiple channels and mediums· Exceptional cross-collaboration-building skills, including ability to gain buy-in from and partner with teams with multiple different priorities while understanding their respective challenges and motivations· Strong project management skills and ability to lead multiple projects of varying timelines simultaneously across a distributed set of stakeholders without direct ownership of resourcesEDUCATION AND EXPERIENCE· At least seven years in a non-investment family office role with hands-on operations expertise, skills, knowledge and personnel management· Knowledge of and experience with residential real estate management and household operations· Advanced skills in Office365 suite, familiarity with Apple technology, project management solutions, home automation and information technology· Bachelor's degree required· Successfully complete an in-depth background investigation, including a cyber and social media risk evaluation· Ability to legally work in the United States

Created: 2025-06-06