Chief of Staff - Estates

Position Summary

Responsible for the high standards of organization of all properties. The Chief of Staff will also provide day-to-day oversight and leadership to the staff.

• Implement strategic initiatives of all properties
• Oversee all household staff including housekeepers, office assistants, drivers, chefs, security and maintenance staff
• Coordinate, maintain, and improve productivity in the estates through estate employees
• Develop standard operating procedures
• Coordinate and maintain task lists for all operations of properties
• Ensure all tasks are completed according to set timelines
• Create schedules, routines, and systems for staff to meet all job responsibilities
• Manage budget and financial processes in the properties to ensure accurate and timely payments
• Oversee all expenses to ensure best value, incorporating an understanding of the needs and requests of the CEO
• Ensure PRFs and receipts are submitted by all properties in a timely manner
• Oversee documentation of all properties, including activity logs, car logs, and other logs dependent on the properties
• Ensure all property invoices are in line with quotes and paid in a timely manner, and double‑check for duplicate payments
• Oversee and finalize the budgets prior to final submission to the CEO
• Manage day‑count documentation, working with various properties to ensure all cash purchases, personal card transactions, etc. are completed accordingly and photographed
• Create protocols, systems, and processes for properties and ensure they are being followed
• Revamp and revise current protocols and systems that are failing
• Oversee maintenance projects and ensure completion while updating the principal on status
• Serve as a central point of contact for vendors
• Act as a liaison for staff members, the CEO, and accounting
• Update staff on changes in protocols as principal needs change
• Assist in planning, setting up, and breaking down of events on various properties
• Assist in furnishing, planning, and putting together properties and yachts
• Comply with company policy and procedures
• Perform other duties as needed

• CEO and Executive Administrator – Operations
• Operations Manager
• Guests, vendors, corporate office

• Approve hiring, firing, absences, and overtime
• Recommend salary changes
• Oversee performance evaluations, disciplinary action, and skill development

• Bachelor’s degree in business management or related field
• Eight years of experience in property, facility, and staff management or an equivalent combination of education, skill, and experience

• Exceptional positive attitude with strong energy
• Trustworthy
• Skills & knowledge developed through professional interest and ongoing learning
• Ability to think on your feet
• Advanced knowledge of Apple products and other estate technology
• Ability to respond quickly to a variety of tasks
• Always displays confidentiality

• Intermittently lift, carry, pull, and push up to 30 pounds
• Continuously see, sit, have balance
• Frequently hear, talk, and have repetitive use of arms, wrists, hands, and fingers; and grasp
• Occasionally stand, grasp, and walk on even surfaces
• Long or odd hours as needed
• On‑call availability 24/7
• Frequent travel

Executive

Full‑time

Administrative

Technology, Information and Internet, IT Services and IT Consulting, and Software Development