Estate Chief of Staff

We are seeking an experienced Estate Chief of Staff to oversee multiple residences and manage on-site teams for an Ultra High Net Worth individual. The ideal candidate is a forward-thinking leader with exceptional communication skills, strong attention to detail, and the ability to hold staff and vendors accountable to the highest standards. This role requires flexibility, sound judgment, and the ability to adapt quickly to changing priorities while maintaining seamless estate and the principle’s daily operations.

Core Responsibilities:

• Oversees the daily operations, staff, budget, calendar management and maintenance of Shelter Island and NYC properties to ensure they run efficiently and meet the principles expectations.
• Applying white glove service to manage the staff that translate to a seamless lifestyle for the principles. Enhance the principles experience and satisfaction by addressing concerns, oversee service quality and implement improvements.
• Act as the primary contact for the principle, providing regular updates and discussing future plans, oversight of the principle’s calendar and needs. 
• Oversee all maintenance, repairs, and renovations for buildings, grounds, and infrastructure, ensuring they are up to code and safety standards. 
• Prepare annual operations budgets for each residence (utilities, cable, lawn maintenance, HVAC maintenance, etc.) and ensure that billing is accurate and any new contracts and/or adjustments are negotiated and triangulated. 
• Oversee the facilities team in applying annual maintenance schedules with appropriate domestic staff (windows, HVAC, kitchen equipment, pool, seasonal lists, etc.). 
• Ensure that all estate bills/invoices are tracked and processed on time by family office team. 
• Relationship management with key vendors associated with the day-to-day facilities and scheduled maintenance services.
• Ensure the estate operates efficiently and most cost effective. 
• Strong knowledge of construction, and ability to negotiate as needed.
• Visualize future needs for the team design as construction projects end and resourcing may need to be added and/or shifted.
• Plan and coordinate events/dinner parties held in NYC & the Hamptons.
• Ensure a consistent experience across properties.
• Conduct regular check ins with the staff on quality and controls across properties. 

Qualifications & Requirements:

• Apply luxury hotel standards to create high standards of service and efficiency throughout the estate environment.
• Prior experience in managing calendars, high-level executive assistant work, and managing others
• Technical experience with various estate and property management applications
• Prior experience working in luxury homes.
• Exceptional leadership and management skills.
• Attention to detail and ability to multi-task.
• Big picture thinker that can get into the details.
• Absolute discretion and commitment to confidentiality
• Flexibility to work outside of standard business hours, including evenings, weekends, and travel as needed
• Valid driver’s license and passport
• Bachelor’s degree required