SUMMARY:

Reporting to the President & Chief Investment Officer, theDirector, Family Office Services will lead the established, long-term, and solid team of exceptional professionals who manage the day-to-day operations in these areas: properties, marine, aviation, and collections allowing the President and CIO to focus on investments and the family business.

RESPONSIBILITIES:

General:

• Assume global responsibility for all residences, marine and aviation teams, art, jewelry, and vehicle collections, assuring orderly operation of systems, documentation, insurance, vendors, and maintenance.
• Develop the skillset for each manager; develop contingency plans, operations document, and succession/backup plans.
• Work with managers to develop effective manuals and detailed inventories for each entity including staff scheduling, comprehensive vendor lists, maintenance schedules and a review process.
• Liaise with management team and Family Office regarding the principal’s collections to ensure database information regarding location, cleaning, loans, and movement of items is accurate.
• Coordinate with principal/Family Office to monitor feedback and preferences and communicate with appropriatestaff to implement.
• Interface continuously with Family Office staff to coordinate projects.
• Function as single point of contact for the principal and president of the family office, managing key relationships and representing the principal as requested.

Financial Management & Reporting:

• Partner with each manager on budget preparation and management. Review annual and multi-year budgets and plans for each entity.
• Oversee planning and documentation for large purchases or project expenses.
• Establish a review schedule of all insurance policies for the family, residences, and tangible assets, including clear policies for insurance and medical claims.
• Review documentation and submission of approved purchases/receipts and ensure reconciliation with Family Office.
• Coordinate with the accounting team on all financial matters pertaining to the principal and family.
• Ensure accurate and current paperwork is on file for outside vendors, including certificates of insurance, NDAs, and service agreements.
• Maintain an understanding of all private aircraft, understand potential challenges and economies of flights, and oversee administrative and financial matters regarding their use and maintenance.

Residence:

• Serve as a single point of contact between principal, the family office, and all residence staff.
• Alongside residence management team, elevate staff training to implement the highest standards at all residences with a seamless consistency between the properties that demonstrates an understanding of the principal’s preferences.
• Establish and maintain guidelines for each residence to prepare for principal’s visit and ensure smooth transitions for principal and his family and guests.
• Demonstrate an "open-door'' policy and lead by example.
• Work with residence management to set priorities and review project status, scheduling, staffing, and operations.
• Oversee integration and refinement of project lists, calendars, and a contact list for each residence and ensure important dates are included on Family Office master calendar.
• Understand the security needs for each residence and ensure that proper security systems and protocols are in place.

Additional:

• Oversee planning and staffing of special events.
• Conduct site visits to each property to insure excellence.
• Coordinate with the Executive Administrator on the principal’s calendar and schedule.
• Manage and oversee personal shopping for principal upon request.
• Oversee seasonal decorating, cooking, holiday cards and gifting.
• Assist principal with regular correspondence.
• Track frequent flier miles; keep a file of expiration dates for passports, IDs, insurance cards, etc.
• Provide broad support for the activities of the principal’s grown children, which may include car purchases, apartment rentals, insurances, etc.
• Willing to perform any other duties as may be requested.

EDUCATION:

• Bachelor’s degree required.

LICENSES/CERTIFICATIONS:

• California driver’s license.

KNOWLEDGE/QUALIFICATIONS:

• Minimum of 10 years of relevant experience required.
• Strong project management, problem solving and critical thinking skills.
• Demonstrated ability of establishing and maintaining partnerships with company executives, management and key stakeholders.
• Strong collaboration skills with the ability to effectively work cross functionally.
• Demonstrated business acumen and the ability to be detail oriented and manage multiple tasks at one time.
• Ability to adapt quickly to changing circumstances.
• Strong oral and written communication skills.

QUALIFICATIONS/SKILLS:

• The principal places a high value on education and learning.
• Deep understanding of fiduciary responsibility, confidentiality, collaboration, and discretion.
• Uses benchmarks, best practices, project, time, and change management skills.
• Experience planning and managing complex projects and capital budgets.
• Critical thinker with a strong organization and communication skills.
• Computer literate and technology driven.
• Proactive and anticipatory, willing to pitch in.
• High emotional intelligence.
• Calm demeanor, thoughtful, mature, and collegial individual with significant world experience.
• Builds rapport and credibility and communicates effectively with principals, associates, stakeholders, and vendors.
• Poised and professional.
• Long term intent.
• Able to perform the essential functions of the job.
• Able to provide proof that you are legally authorized to work in the United States.
• Willing to take a drug screen if requested.
• Full vaccination against COVID-19 prior to the start date preferred.

"LI-CM1"

"HEJ"