An Eye for Design

By May 29, 2019

Director of Estate Operations

We have been exclusively retained to recruit a Director of Estate Operations for a high-profile family office in San Francisco. Incredible opportunity to use your creativity and eye for design while partnering with a philanthropy-driven and family-oriented innovator. This is a multi-faceted role with unique opportunities to flex artistic muscles and oversee all functions of the estate. Must have experience with celebrity-level family offices.  

Attractive Factors: 

  • Supporting an engaging, creative and charismatic founder.  
  • You have creative control with endless resources  
  • High profile network  
  • Longevity and stability  
  • Strong, well established reputation  
  • Opportunity for relocation 

Key Responsibilities: 

General Management

  • Provide oversight and coordination for the following: operational controls, reporting procedures, human resources, insurance (cars, homes, large purchases, etc. and manage renewal), legal and risk management processes, budgets/financial controls and payroll. 
  • Maintain ongoing reports, databases, trackers, files, update and organize shared drives/files, update organizational charts, and expenses as needed  
  • Daily advanced calendaring, assisting with prioritizing schedules  
  • Complete other duties and special projects as assigned i.e. manage events at properties, artwork curation  
  • Act as point of contact for the staff and principal  
  • Liaise with all internal and external advisers.  

Property Management

  • Oversight of multiple estates and management of home staff (hiring, onboarding, training, firing, etc.)  
  • Take charge of creating and implementing efficient and effective processes and procedures surrounding the estates  
  • Managing home projects and construction  

Human Resources

  • Act as a resource to both the principal and staff to maintain positive relationships throughout the family office. and implement staff retention program to retain staff for long term – to include staff counseling and mediation when appropriate. 

Communications

  • Act as single point of contact for the staff and principal to streamline operations and reduce miscommunications.  
  • Regular and clear communication with the principal in regard to all staffing, property and personal issues that may arise.  
  • Organize meetings when appropriate and fit into the principal’s schedule.  
  • Ensure the property staff (full-time and contract) are aware of all relevant information necessary to perform their jobs and understand the functionality of the organization as a whole. 

Budgets/Financial Controls and Payroll

  • Work with the accounting team and firm to develop budgets for each property and personal employment expenses.  
  • Develop a review and approvals process for principal.  
  • Monthly reconciliation of credit card statements  
  • Review and approve weekly accounts payable.  

Insurance

  • Coordinate all insurance needs through broker; new cars, homes, large purchases  
  • Annual insurance renewal for residential, vehicles  
  • Infrastructure and Operations Controls  
  • Creation and oversight of all processes and procedures to ensure efficiency across all entities and extended family needs.  

IT  

  • Liaise with IT Consultants to ensure needs of the principal and staff are being met.  
  • Hire/Coordinate with Cyber Security Firm to verify best practices are being used across all technology and properties.  

Top Keys for Client: 

  • Previous experience operating at least one to two family offices and hiring/managing staff.  
  • 5+ years of relevant experience supporting senior level executives in an administrative and estate management capacity. 
  • Strong work ethic, proactive, exhibits positivity, professionalism, confidentiality and good judgement. 
  • Outstanding verbal and written communication. 
  • Ability to deal with conflict as well as give and receive feedback diplomatically 
  • Ability to navigate and thrive in ambiguity. 
  • Incredibly organized and resourceful; able to juggle and multi-task, with an acute attention to detail and follow through. 
  • Exceptional eye for detail and organizational skills, aesthetically-minded 
  • Passion for trying, learning, improving, and sharing best practices. 
  • Ability to remain calm and poised under pressure. 
  • High level of discipline, dedication, poise and presentation. 
  • Incessantly curious and perceptive.  
  • Eagerness to learn and grow in the role. 
  • You understand trends and have a refined taste in design.

Job ID: INSEARCH20