The Family Operations Manager primary role is managing the daily administrative and on-going operational needs of the family and household. In this role, the Family Operations Manager’s duties will include calendar management for the principals and their children, creating monthly household work schedules, coordinating and planning extracurriculars for the children, menu planning with the private chef, events and gift planning, special projects, etc. The Family Operations Manager will also partner with the family office and vendors to ensure household operations are running smoothly on a regular basis. The Family Operations Manager can handle any task in a timely and accurate fashion, and can delegate assignments clearly to other team members. In this role, the Family Operations Manager is well organized, flexible, able to use sound judgement, can work independently, and communicate clearly keeping open communication lines between themselves, principals, and family office. This is a newly created position. Start date is flexible for the right candidate.
RESPONSIBILITIES:
Administration:
- General administrative duties including but not limited to, scheduling personal appointments and meetings for the principals; running personal errands; compose and edit letters, documents, emails, thank you notes, etc.; stationary ordering; gift planning; prepare agendas; attend and take meeting minutes for home related and maintenance meetings; liaison with vendors; greet and check-in guests for meetings and events
- Manage parking and car permitting for family, guests, domestic staff, and coordinating move details
- Maintain inventory lists (such as household supplies and pantry items) for all homes
- Manage and coordinate family travel, school and extracurricular schedules, travel activities itinerary for children, and manage logistics and communication with other staff and personnel in advance of travel to and from homes or in advance of trips
- Partner with principals to plan events and act as project manager when planning and coordinating events (providing operational oversight during event)
- Identifying organizational projects required and source internal and/or external support to assist and oversee to completion
- Research, review, and assist with philanthropic grant making and other foundation related endeavors
- Assist Director of Human Resources / Business Operations with domestic hiring, coordinating trial days, and new hire onboarding
- Act as point of contact with the family office administrative team, Director of Human Resources / Business Operations, CFO, and others team members as it relates to principals’ daily and travel schedules, special projects or vendor management at the residences, monthly budget/expenses reconciliations, etc.
Operations Management:
- Creating and managing the monthly childcare and household work schedules including but not limited to seamless scheduling of PTO time, daily lunch breaks, seamless shift changes, and event coverage
- Overseeing schedule coordination and menu planning with private chef (e.g., Liaising with her on location of family and travel schedule)
- Assist with seasonal switch-out and outfit organizing for children; ordering, shopping, and coordinating clothing and accessories as needed
- Conduct research and organize projects, activities, crafts, and seasonal schedules for children
- Assist nannies with school and activities pick up and drop off duties, and assisting with childcare duties on an as-needed basis
- Conduct regular check-ins with nannies, housekeepers, and other household staff and provide feedback to ensure operational excellence. Escalate any performance issues to principals and Director of Human Resources / Business Operations at the family office.
- San Francisco residence operations: Liaising with executive housekeeper, family office, and property vendors and informing on-site team of any projects required at property; sending reminders day before and day of to ensure team is on site and ensuring staffing and travels schedules are relayed
- Napa residence operations: Liaising with family office, executive housekeeper, and Napa on-site manager and informing on-site team of any projects required at property; sending reminders day before and day of to ensure team is on site and ensuring staffing and travels schedules are relayed
ABOUT YOU:
You are someone who prides themselves on being highly organized, able to process improve, and facilitate seamless household operations. You consider yourself someone who is service oriented and flexible with a no task is too big or too small mentality, and you often go the extra mile to ensure the daily lives of the family you support run smoothly and effortlessly. You are reliable, responsible, and are a high critical thinker, often using sound judgement. You can work independently and know when to leverage the team around you. You often find new ways to solve old or complex problems. You are an excellent communicator and can easily build trusted and respected relationships. You pride yourself on always being discreet and upholding the highest level of confidentiality. You have a strong work ethic and appreciation for learning new things and enhancing your professional development.
QUALIFICATIONS:
- Excellent phone (verbal), written communication, and an ability to recognize potentially sensitive situations and maintain the highest level of confidentiality
- Expert in Microsoft Word, Excel, Outlook and PowerPoint
- Excellent knowledge of household management practices and principles
- High critical thinking, problem solving, and organizational skills
- Ability to solve practical problems and deal with a variety of concrete variables in situations
- Ability to effectively and efficiently research and/or present information, respond to questions, and meet deadlines
- Superior use of discretion and sound business judgement and strong ability to uphold confidentiality
REQUIREMENTS:
- Bachelor’s degree
- Prior experience working in family office or private service environments
- 3-4+ references from supervisors in previous positions
- Seeking longevity/long term commitment (e.g., at least 2-5+ years)
- Ability to complete extensive background checks, motor vehicle checks (clean driving record), drug tests, and psychological evaluations
COMPENSATION:
- $250K+ gross annual salary (based on experience and qualifications)
- Health insurance coverage (including dental and vision)
- 401K Plan with 5% Match (Safe Harbor)
- Vacation days paid
- Government holidays paid
- Sick days paid
- Discretionary annual bonus and raise (performance evaluation required)
Please read the job description carefully and kindly apply with your cover letter, resume, references (email address and phone number), letter(s) of recommendation, and professional photo if you feel that you meet all of the requirements. We look forward to hearing from you!