Position Title: Director of Residence
The Director of Residence serves as a senior operational leader responsible for the administrative, financial, and personnel management of the household and all associated properties. Working in close partnership with the principals, this role ensures that staffing, systems, budgets, and property operations function cohesively, efficiently, and in full alignment with the family’s expectations.
This position requires a highly organized, process-driven professional who excels at building structure, managing people, and maintaining operational oversight across multiple workstreams. The Director of Residence will act as the central administrative hub of the household, ensuring clear communication, consistent procedures, and effective execution across the entire domestic organization.
Executive Administrative Leadership
- Serve as the primary administrative liaison between the family, household team, and senior leadership.
- Establish and maintain operational systems, workflows, and documentation to support efficient household management.
- Develop, implement, and continuously refine household policies, procedures, and service standards.
- Maintain comprehensive reporting on household operations, staffing, budgets, projects, and vendors
- Prepare regular operational updates and status reports for the principals and senior leadership.
- Ensure all household records, contracts, service agreements, and compliance documentation are organized, updated, and securely maintained.
- Oversee scheduling infrastructure, ensuring visibility across property maintenance, staff coverage, travel, and special projects.
- Anticipate operational needs and proactively implement solutions that enhance efficiency, accountability, and service delivery.
Staff Management & Human Resources Oversight
- Lead the full employee lifecycle for domestic staff, including workforce planning, recruitment, onboarding, training, performance management, and offboarding.
- Develop detailed job descriptions, role expectations, and performance benchmarks
- Establish and manage structured interview, hiring, and onboarding processes that reflect the family’s service standards.
- Create and maintain comprehensive training programs covering household protocols, safety procedures, service standards, and role-specific skills.
- Conduct regular performance reviews and provide coaching, feedback, and professional development guidance to staff.
- Manage staff schedules, coverage planning, and time-off requests to ensure consistent support across all properties.
- Maintain clear communication channels and foster a positive, professional, and collaborative workplace culture.
- Address employee relations matters with discretion, professionalism, and sound judgment.
Property & Operations Administration
- Oversee administrative management of all residences, ensuring maintenance schedules, vendor contracts, and operational procedures are consistently executed.
- Manage vendor sourcing, contract negotiation, service agreements, and performance tracking.
- Coordinate preventative maintenance schedules and operational inspections across all properties.
- Liaise with Security, IT, AV, and Telecommunications providers to ensure seamless infrastructure performance.
- Maintain readiness of each residence for occupancy, travel arrivals, and guest stays.
- Coordinate special projects, property improvements, and capital initiatives from planning through completion.
Financial Management & Reporting
- Partner with the Controller and Principals to develop and manage annual household budgets.
- Oversee payroll administration, time tracking, and overtime monitoring for all household staff.
- Track, reconcile, and report household expenditures, including operational costs, vendor payments, and project budgets.
- Analyze spending trends and identify opportunities for cost efficiency and resource allocation.
- Ensure accurate documentation and reconciliation of credit card transactions, invoices, and petty cash accounts.
- Prepare financial summaries and budget reports for leadership review.
Qualifications & Experience
- 5–10+ years of experience in estate management, private service administration, hospitality management, or a comparable leadership role.
- Demonstrated expertise in staff leadership, HR processes, and operational administration within a private household or similar environment.
- Strong financial acumen and experience managing budgets, payroll, and expense tracking.
- Exceptional organizational, analytical, and communication skills.
- Proven ability to manage multiple priorities and complex operations with discretion and professionalism.
- High level of integrity, confidentiality, and sound judgment.
- Proficiency with Microsoft Office, scheduling platforms, and administrative systems.
- Flexible availability, including travel and occasional evenings or weekends as needed.
- Outstanding professional references.
This position offers a unique opportunity for a highly organized and service-oriented professional to lead the administrative and personnel infrastructure of a sophisticated private household while ensuring consistency, efficiency, and excellence across all operations.