Location: Menlo Park
Schedule: Monday to Friday with flex for weekend days as needed for events or emergencies
Salary: OPEN DOE + excellent benefits

Primary Responsibility:

Primary responsibility of the position is to provide operational management of a large-scale growing family office, creating and implementing processes and systems that elevate efficiency and effectiveness of the family office. The person in this role must be solution driven, customer focused, and exercise good judgment and discretion in handling confidential matters.

Essential Functions and Responsibilities:  

  • Identify and implement improvement opportunities and work closely with Chief of Staff and Management Team to set and implement policies, processes, procedures, and systems, and follow through with implementation
  • Oversee the staff managing logistical movements for the Principal and other engagements and assignments, ensuring the highest level of satisfaction
  • Develop and maintain relationships with key vendors such as attorneys, accountants, and others
  • Establish initiatives to help drive employee engagement and culture
  • Work with hiring managers and HR department on reviewing and updating job descriptions to ensure timely hiring
  • In collaboration with HR department, recruit for a wide range of unique positions, finding innovative ways to sources the best talent
  • Manage the art collection inventory and coordination of installations
  • Manage insurance coverage for new acquisitions (real estate, vehicles, art, etc.), coordinating coverage requests and reviews to ensure appropriate coverage
  • Coordinate and attend weekly conference calls with remote properties and departments
  • Respond to inquiries and requests for assistance of a highly confidential nature
  • Review all records and filing systems to identify areas of improvement and implement new solutions as needed

Minimum Qualifications: Experience, Skills, and Certifications:

  • Experience working in a similar position in a family office environment
  • Able to work under pressure with constant deadlines and changing priorities while maintaining a calm demeanor
  • High energy, solution-driven personality with ability to think quickly in challenging situations
  • Able to handle sensitive and highly confidential issues with diplomacy and discretion
  • Ability to gracefully accept direct feedback
  • Strong communication and written skills
  • Excellent computer skills (Mac specifically), proficiency with MS Office and G-Suite
  • Longevity in past positions with excellent reference from past employers
  • Organized, efficient, punctual, reliable, proactive, self-starter
  • Personable and able to work with various individuals effectively
  • Possess valid unrestricted driver’s license, valid passport, adequate vehicle insurance coverage, and vehicle for use in performing job duties and travel among the Properties, both domestically and internationally

Expected Work Habits:

  • Strive to deliver a first-class service so the ability to identify prompt and creative solutions to project issues while ensuring Principal’s satisfaction at every stage is essential
  • Be prompt and on time to all meetings, scheduled work and all timelines
  • Organized, efficient, punctual, reliable, proactive, self-starter
  • Personable and able to work with various individuals effectively
  • Flexibility, integrity, and creative problem-solving skills
  • Timely responsiveness outside of “regular” business hours
  • Must have and express a positive approach to problems and situations that may arise

Physical Demands and Requirements: 

  • Able for work actively full-time in and around the Properties
  • Able to reach, bend, stoop, lift, carry, move substantial items as needed in performing job duties
  • Able to travel globally among the Properties without assistance
  • Able to use standard computer, telephone and related equipment for communication and recordkeeping
  • Able to provide limited on-call availability and responsiveness during non-business hours 
  • Must Be Vaccinated

To apply for this job email your details to ariana@thegrapevinela.com