Chief of Staff
The role of a Chief of Staff in a family office is multifaceted and pivotal. This position involves strategic oversight, operational management, and personal support to ensure the smooth running of the office and effective management of the family’s affairs. The Chief of Staff acts as the linchpin, connecting the principals with various stakeholders and ensuring seamless communication and coordination across all aspects of the family’s operations.
Key responsibilities typically include managing key business relationships, liaising with family members, organizing travel and high-level meetings, overseeing household staff, and managing multiple projects such as property management and large events. The role also involves financial oversight, strategic planning, and ensuring consistent and timely communication across the enterprise.
In essence, the Chief of Staff is an indispensable figure who must uphold trust and confidentiality, providing comprehensive and tailored support to the family. This role requires a unique combination of skills, including strong organizational, communication, and problem-solving abilities, as well as a deep understanding of finance, investments, and tax planning.
~ A good Chief of Staff knows how to create luxury in any environment. ~
Chief of Staff Responsibilities Can Include
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- Oversee daily operations across all family office functions and properties
- Act as the primary liaison between principals, staff, and external advisors
- Manage and coordinate household and office staff, including hiring and performance reviews
- Lead strategic planning and ensure alignment with the family’s long-term goals
- Organize and manage high-level meetings, agendas, and follow-ups
- Oversee travel logistics, including private aviation, accommodations, and itineraries
- Manage key business relationships and vendor contracts
- Supervise property management, renovations, and capital projects
- Coordinate philanthropic initiatives and foundation activities
- Ensure confidentiality and discretion in all matters
- Oversee financial reporting, budgeting, and expense tracking
- Support investment and tax planning coordination with advisors
- Develop and maintain household and office manuals and SOPs
- Handle crisis management and emergency preparedness planning
- Monitor and maintain security protocols across all residences
- Manage special projects such as events, relocations, or acquisitions
- Provide executive support to principals, including calendar and communication management
- Oversee technology systems, smart home integrations, and IT support
- Ensure compliance with legal, HR, and regulatory requirements
- Foster a culture of excellence, discretion, and service among all staff
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Top 20 Hard Skills
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- Analytical Skills: Ability to interpret data, assess performance metrics, and make data-driven decisions.
- Communication: Clear and concise communication with various stakeholders.
- Strategic Planning and Execution: Developing and implementing plans that align with the organization’s vision and goals.
- Operational Proficiency: Ensuring smooth and efficient operations.
- Conflict Resolution: Managing and resolving conflicts within the team or organization.
- Negotiation: Skilled in negotiating contracts and agreements.
- Tech Savvy: Proficient in using relevant technology and software.
- Research Skills: Conducting thorough research and gathering relevant information.
- Event Planning: Organizing and coordinating events.
- Risk Management: Identifying and mitigating potential risks.
- Networking: Building and maintaining professional relationships.
- Travel Planning and Coordination: Managing travel arrangements for principals and their family.
- Household Management: Overseeing operations of multiple residences.
- Project Management: Managing renovation or landscaping projects.
- Financial Oversight: Reviewing budgets, approving expenses, and ensuring financial processes are followed.
- Adaptability and Flexibility: Adjusting to changing circumstances and handling various tasks efficiently.
- Problem-Solving and Conflict Resolution: Addressing issues and conflicts that arise.
- Communication and Transparency: Maintaining clear and open communication with principals and staff.
- Proactive Problem-Solving: Anticipating needs and addressing potential issues.
- Servant Leadership: Leading by example and fostering a supportive environment for household staff.
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Soft Skills
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** While a Private Service Professional can handle most if not all of the above tasks, it is important to remember that every task takes time, and Employers should listen to their staff when they express how much time something takes to accomplish their duties. Your staff is dedicated to you, and “No” is not a part of their dictionary. If they ask if something should take priority over another task or ask to delegate the task to maintain efficiency, they are really saying that their plate is full and additional tasks might prevent them from doing other duties.
Next Steps
Principals: If you are in need of a Private Service Professional and want a company that genuinely cares about its clients and candidates, please select one of the options to the right.
Candidates: If you are looking for a position, please check out our EMS Domestics for a complete list of our open positions and discover how to submit your resume.