Chief of Staff

About the Company

A private family office with interests across the United States and Mexico.

About the Role

New York, NY (Hybrid) | Full-time | $250,000 to $325,000 base + discretionary bonus

A private family office with interests across the United States and Mexico is seeking a senior Chief of Staff. You will be the Principal' s operational right hand, keeping priorities on track and bringing a network of outside advisors (private bankers, accountants, tax and estate counsel, insurance brokers and property representatives) into one coordinated effort. This is a role for a discreet, highly organized, low-ego professional who values thoughtful stewardship of resources. It is a senior position with significant responsibility in a lean office, so we are looking for someone who is genuinely hands-on and believes no job is too small. It offers a defined path to Chief Operating Officer as the role grows.

Responsibilities

• Advisor coordination : Act as the central point of coordination across the office' s outside legal, tax, accounting, banking, insurance and real estate partners. Turn the Principal's priorities into clear next steps, owners and deadlines.
• Meetings and follow-through : Lead cross-advisor meetings, set agendas, capture decisions and make sure action items are completed.
• Reporting : Maintain a live tracker of priorities, milestones and entity deadlines, and send a weekly status report to the Principal and the Investment Lead.
• Private banking : Serve as the first point of contact for the office' s private bank on documents, signatures, fees and administrative requests.
• Cash flow and liquidity : Oversee cash flow across entities and properties with the private bank and accounting teams, so that liquidity is in place for upcoming obligations.
• Investment administration : Track commitments, capital calls, distributions and documentation for investment entities, and act as a thinking partner on new opportunities. Investment decisions remain with the Investment Lead.
• Tax, estate and philanthropy : Coordinate with advisors on tax filings and the timely receipt of K-1s, keep estate and succession planning documents organized and current with estate counsel, and oversee the administration of charitable giving.
• Budgeting : Supervise budgets across entities and properties with the existing accounting teams, and flag variances early.
• Real estate projects : Work with the owner' s representative, architects and contractors on major projects, keeping milestones and budgets on track and the Principal informed.
• Property and insurance oversight : Oversee managers and vendors for secondary properties, and oversee insurance across entities, assets and properties with brokers, including renewals and premium costs.
• Special projects : Lead the setup of an employee retirement plan as a first priority, coordinate with legal and immigration counsel on cross-border matters, and research new initiatives.
• How you'll start : Spend the first six months learning how the office works and building relationships before recommending changes. You recommend and the Principal decides, with authority growing as trust is built.

Qualifications

• Experience : 8 to 12+ years as a Chief of Staff, senior operations leader, family office professional or private banking professional, ideally supporting a principal, CEO or family office.
• English and Spanish : Professional fluency in both, written and spoken. This is required for daily work with colleagues, counsel and advisors in Mexico.
• Work authorization : Legally authorized to work in the United States.
• Location : Based in the New York City area, or able to commute to the New York office for the hybrid schedule.

Required Skills

• Financial and entity literacy : Working knowledge of entity structures (LLCs, LPs, trusts), investment reporting, cash flow, private banking, budgeting and insurance, plus familiarity with tax, K-1, estate planning and charitable giving processes.
• No job too small : A hands-on, roll-up-your-sleeves attitude. When something needs to get done, you jump in and solve it.
• Resourcefulness : You find practical ways to get things done without waiting to be told how.
• Organization and accountability : A track record of keeping many projects moving at once and holding outside teams to deadlines.
• Communication : Clear, polished writing, and the confidence to push back respectfully and say no when needed.
• Judgment and discretion : Absolute confidentiality with sensitive financial, legal and personal information.
• Value-conscious mindset : A careful approach to spending, with practical, cost-effective solutions.
• Low ego : A pragmatic, adaptable professional who is comfortable behind the scenes and respects how the office already works.
• Experience in a lean office environment with significant responsibility.

Pay range and compensation package

• Compensation : $250,000 to $325,000 base salary depending on experience, plus a discretionary annual bonus.
• Benefits : Health benefits and a retirement plan.
• Details :
• Location : Hybrid, typically about 3 days per week in the New York office.
• Travel : Travel to Mexico about one week per quarter during the first two quarters as part of onboarding, then minimal.

Equal Opportunity Statement

The employer is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, pregnancy, sexual orientation, gender identity or expression, national origin, citizenship status, age, disability, marital or familial status, caregiver status, or veteran.